Welcome to Open Core HR

Open Core HR is your company's people and operations app. Employees use Self-Service for attendance, leave and personal records. HR teams and managers use the workspace for employees, approvals, reports and settings.

Choose your starting point

• Employees: First login and Using Self-Service.
• HR teams and managers: The HR & Admin guide.
• Installers: the separate Installation & Administration guide.

Roles and optional modules

This public manual covers documented product features. Your company chooses which modules to enable and permissions to grant. Page labels identify required modules and applicable roles/permissions where supplied. Reading a page does not grant access to its feature.

If a screen is missing, ask your HR administrator to check your access and module enablement. Microsoft 365 features require your company's configured tenant and integration.

Online and offline help

Use docs.opencorehr.com, download a PDF from its homepage, or open Documentation/index.html in the offline release package. Offline documentation does not require an application login. Choose the documentation version matching your installed release.

In the workspace, use Documentation in the footer. In Self-Service, use the Help & Documentation menu entry. Both open this public manual.

Your first login

The first time you open Open Core HR, you sign in with your work email address and the temporary password your HR or IT team gave you. After you're in, change the temporary password to one only you know (see Changing your password).

Steps

1. Open the Open Core HR sign-in page in your web browser.
2. In the Email field, enter your company email address. This is your username.
3. In the Password field, enter the temporary password HR gave you. You can tap the eye icon in the field to show what you typed.
4. If you're on your own device, you can tick Remember me so you don't have to type your email next time.
5. Select Sign in.

What you'll see

After you sign in, Open Core HR opens to the area your role uses - either the workspace (for HR, managers, and admins) or the Self-Service portal (for everyone else). Some accounts can switch between the two; see Finding your way around.

Troubleshooting

• "Invalid username or password" - Check that you typed your work email address exactly, with no extra spaces. If it still doesn't work, ask HR to confirm your email address and reset your temporary password.
• "Your account is not active" - Your account hasn't been activated yet, or has been paused. Contact HR.
• You've lost the temporary password - HR can reset it for you and send you a new one.

Changing your password

You can change your Open Core HR password at any time from your profile menu. Do this soon after your first login so the temporary password from HR is replaced with one only you know.

1. Change Password - Click your name and photo at the top right, then choose Change Password.

2. Current Password - Type the password you sign in with today.

3. New Password - Pick a new password you don’t use anywhere else.

4. Confirm New Password - Type the new password again to confirm.

5. Save - Save the new password - the next time you sign in, use this one.

Steps

1. Select your name and photo at the top right of the screen.
2. Choose Change Password.
3. In Current Password, enter the password you use now.
4. In New Password, enter the new password you want.
5. In Confirm New Password, type the new password again.
6. Select Change Password to save.

Tips

• If your company uses Microsoft 365, this is also your email and calendar password - changing it here updates your work account too.
• If Current Password is rejected, double-check it. If you've forgotten it, ask HR to reset it for you.

Finding your way around Self-Service

Self-Service is your personal area in Open Core HR. It has a green menu running down the left side, a bar across the top, and the main content area in between.

1. The menu - The green menu down the left lists everything you can do for yourself - leave, attendance, expenses, documents and more.
2. The top bar - Search, the app switcher, the theme toggle, your notifications and your profile menu.

The left menu

• The menu lists everything you can do for yourself - your dashboard, attendance, leave, expenses, announcements, tasks, holidays, documents, assets, loans, HR policies, warnings and appeals.
• Items with a small arrow next to them (like Leave or Expenses) expand to show more options when you select them.
• The menu is the same on every screen - you don't lose it as you move between pages.

The top bar

• Search - jump quickly to a page or look something up.
• App switcher (grid icon) - open other Open Core HR apps your company uses. If you only have access to Self-Service, you'll only see Self-Service here.
• Theme (sun/moon icon) - switch between Light, Dark, and System appearance.
• Notifications (bell icon) - recent alerts, approvals on your requests, announcements aimed at you.
• Your profile menu - your name and photo at the far right. It has My Profile, Change Password, and Logout.

The Docs link

The Help & Documentation entry opens the public manual. It describes features for different roles and optional modules; your company configuration determines which screens are available to you.

Finding your way around

Open Core HR has a left menu, a top bar, and the main content area. This page explains what's where and how to move between the two parts of the app.

1. The menu - The left menu lists every area you can open. It collapses to icons with the arrow at the bottom.
2. The top bar - Search, the Settings gear, the app switcher, the theme toggle, your notifications and your profile menu.

The left menu

• The menu runs down the left side and is grouped into sections (for example, Human Resources, Workforce Management, Settings).
• You only see the items your role allows, so your menu may be shorter than a colleague's.
• You can collapse the menu to icons only to give the page more room, and expand it again - Open Core HR remembers your choice.

Documentation

The Documentation link in the workspace footer opens the public manual in a new tab.

The top bar

• Search - the search box (also opened with Ctrl+K or Cmd+K) lets you jump to pages, and, in the workspace, look up employees.
• Settings (gear icon) - for administrators, this opens the company settings area.
• App switcher (grid icon) - lists the Open Core HR apps you can open, including Self-Service and any other apps your company has connected.
• Theme (sun/moon icon) - switch between Light, Dark, and System appearance.
• Notifications (bell icon) - your recent alerts.
• Your profile menu - your name and photo at the far right. It has My Profile, Change Password, and Logout.

The two areas

• The workspace is the HR, manager, and admin side - the employee directory, approvals, reports, settings, and so on.
• The Self-Service portal is your personal area - your profile, leave, attendance, expenses, and documents.

If your account can use both, switch between them with the app switcher (the grid icon in the top bar) and pick Workspace or Self Service. If your account only has one of them, you'll always land there when you sign in.

Using Self-Service

Self-Service is your personal area of Open Core HR. It is where you check your profile, apply for leave, submit expenses, view your attendance, read announcements, and more.

Opening Self-Service

You can reach Self-Service in two ways:

1. Click the apps button (the grid icon) in the top bar, then choose Self Service.
2. Click your name or photo in the top-right corner, then choose My Profile - this opens Self-Service on your profile page.

Once you are in Self-Service, the green left-hand menu stays with you as you move between pages.

What's in the menu

The left menu groups everything you can do for yourself:

• Dashboard - a summary of your leave, attendance, announcements and upcoming events. See Your dashboard.
• Help & Documentation - opens the public documentation site.
• Attendance - your attendance records and today's check-in status.
• Leave - apply for leave, view your leave requests, check your leave balance, and request a compensatory off.
• Expenses - submit expense claims and view the ones you have already submitted.
• Announcements - company notices for you and your location.
• Tasks - tasks assigned to you.
• Holidays - the holiday list for the year at your location. See Holidays.
• Documents - your personal documents.
• My Assets - equipment assigned to you.
• My Loans - loans recorded against you.
• HR Policies - policies you can read and acknowledge.
• My Warnings - disciplinary warnings issued to you.
• My Appeals - appeals you have raised against warnings.

Your profile is not in this menu - open it from the My Profile link under your name in the top-right corner. See Your profile.

Note

Some menu items only appear if your organisation uses that feature or your account has access to it. If you don't see something listed here, it may not be enabled for you.

Your dashboard

The dashboard is the first page you see in Self-Service. It gives you a quick picture of your leave, attendance, announcements and what's coming up. Open Dashboard in the Self-Service menu at any time.

1. Dashboard - Open Dashboard from the menu.

What you'll see

At the top, a welcome banner greets you by your first name and shows today's date.

Below that, four summary tiles:

• Pending Leaves - how many of your leave requests are still waiting for a decision.
• Days Taken - the total number of leave days you have taken this year.
• Present This Month - the number of days you have been present this month.
• Today - your attendance status for today (for example, Present or Not Checked In).

Then the page is split into sections:

• Leave Balance - a bar for each of your leave types showing how many days are available and how many you have used. If you have any loss-of-pay (LOP) days, they are shown here too. If you have no balances set up, this section says so.
• Quick Actions - shortcut buttons for Apply Leave, Submit Expense, View Today and Leave Balance.
• Latest Announcements - the most recent company notices, with a short preview of each and an Expires Soon marker on any that are about to end.
• Upcoming Events - your approved upcoming leave and upcoming holidays, listed by date, each tagged Leave or Holiday.
• Recent Leave Requests - your latest leave requests with their dates and status (for example, pending, approved, rejected). Use View All to open your full leave list.

Tips

• The Quick Actions buttons are the fastest way to start a leave request or an expense claim.
• For the full announcement text or any attachments, open Announcements from the menu.
• The leave balance bars change colour as you use more of a leave type, so a quick glance tells you how much you have left.

Your profile

Your profile shows your work and personal details and lets you keep some of them up to date. Open it from the My Profile link under your name in the top-right corner.

1. My Profile - Click your name and photo at the top right, then choose My Profile.

What you'll see

At the top, a header card with your photo, your full name, your email, your joining date and a status badge (for example, active). Hover over the photo to change it - see Changing your profile picture.

Below the header, the page is laid out in two columns.

On the left:

• About - your full name, role, status, language, employee code, department, designation, location, shift and who you report to. These come from your HR record and are shown for reference only.
• Contacts - your phone, alternate phone and email.
• Security - a Change Password button. See Changing your password.

On the right:

• Edit Contact Info - a short form where you can update your phone, alternate phone and address. See Updating your basic information.
• Emergency Contact & Personal Info - a form for your blood group and emergency contact details. See Updating your personal information.
• Activity Timeline - a log of recent changes to your profile, showing what changed and when.

Tips

• If a detail under About is wrong (such as your department or who you report to), ask your HR team to correct it - you cannot edit those fields yourself.
• Anything you can change has its own Save button. Changes aren't kept until you click it.

Updating your basic information

You can keep your contact details current from your profile page. This is the Edit Contact Info card.

1. My Profile - Click your name and photo at the top right, then choose My Profile.

2. Edit Contact Info - Update your name, email and phone, then save.

Steps

1. Open My Profile from the menu under your name in the top-right corner.
2. Find the Edit Contact Info card.
3. Update any of these:
   • Phone - your main phone number (digits only).
   • Alternate Phone - a second number, if you have one (digits only).
   • Address - your address.
4. Click Save Contact Info.

You'll see a confirmation message once your changes are saved.

Tips

• The phone fields accept numbers only, up to 15 digits.
• Leaving a field blank clears it.
• This change is also recorded in your profile's Activity Timeline.

Updating your personal information

You can record your blood group and emergency contact details from your profile page. This is the Emergency Contact & Personal Info card.

1. My Profile - Click your name and photo at the top right, then choose My Profile.

2. Emergency Contact & Personal Info - Update your personal details and emergency contact, then save.

Steps

1. Open My Profile from the menu under your name in the top-right corner.
2. Find the Emergency Contact & Personal Info card.
3. Update any of these:
   • Blood Group - choose from the list (A+, A-, B+, B-, AB+, AB-, O+, O-).
   • Relation - your emergency contact's relationship to you (Father, Mother, Spouse, Sibling, Other).
   • Emergency Contact Name - the person's name.
   • Emergency Contact Number - their phone number (digits only).
4. Click Save Personal Info.

You'll see a confirmation message once your changes are saved.

Tips

• The contact number accepts numbers only, up to 15 digits.
• Keeping your emergency contact up to date helps your HR team reach someone quickly if needed.

Changing your password

You can change your sign-in password from your profile page at any time.

1. Change Password - Click your name and photo at the top right, then choose Change Password.

2. Current Password - Type the password you sign in with today.

3. New Password - Pick a new password you don’t use anywhere else.

4. Confirm New Password - Type the new password again to confirm.

5. Save - Save the new password.

Steps

1. Open Change Password from the menu under your name in the top-right corner. (You can also open My Profile and click Change Password in the Security card.)
2. In the Change Password window, enter your Current Password.
3. Enter your New Password.
4. Enter the same new password again in Confirm New Password.
5. Click Change Password.

You'll see a confirmation message once your password is changed. Use the new password the next time you sign in.

Tips

• Your new password must be at least 6 characters long.
• If you have a Microsoft 365 account through Open Core HR, your new password is applied there too.

Troubleshooting

• "Current password is incorrect" - re-enter your existing password and try again.
• The new password and confirmation don't match - make sure both boxes contain exactly the same password.

Changing your profile picture

You can upload or replace your profile photo from your profile page. It's the round photo at the top of the page.

1. My Profile - Click your name and photo at the top right, then choose My Profile.

Steps

1. Open My Profile from the menu under your name in the top-right corner.
2. Move your pointer over the photo at the top of the page - a camera icon appears.
3. Click the photo.
4. Choose an image file from your device.

Your new photo is uploaded and the page refreshes to show it. You'll see a confirmation message.

Tips

• Use a JPG or PNG image, up to 5 MB.
• Uploading a new photo replaces the old one.

Troubleshooting

• "Failed to update profile picture" - check that the file is a JPG or PNG and under 5 MB, then try again.

Your notifications

The notifications page lists messages Open Core HR has sent you - for example, updates on your leave requests, announcements and exports. Open the bell icon in the top bar to see recent notifications, and from there you can open the full list.

1. View all - Click the bell on the top bar, then choose View all.

What you'll see

Each notification shows a title, a short message and how long ago it arrived. Unread notifications are highlighted and have a dot next to them.

Above the list:

• All / Unread - switch between every notification and only the ones you haven't read.
• Mark all as read - clears the unread highlight on everything.
• Clear all - removes all your notifications.

If there are more notifications than fit on screen, use Load more at the bottom to show older ones.

Steps

To work through your notifications:

1. Click a notification to mark it as read. If it relates to something you can open - such as a leave request - you are taken straight to that page.
2. To remove a single notification, click the trash icon on its row.
3. To mark everything as read without opening it, click Mark all as read.
4. To empty the list, click Clear all.

Tips

• Use the Unread filter to quickly see what's new.
• Clearing a notification only removes it from your list - it doesn't undo whatever the notification was about.

Your attendance

The My Attendance screen shows your attendance history along with a snapshot of how the current month is going. Open it from Self-Service > Attendance > My Attendance.

1. Attendance - Open the Attendance group in the menu.
2. My Attendance - Then choose My Attendance.

What you'll see

At the top of the page there are summary cards for the current month:

• Present Days
• Total Hours
• Avg Hours/Day
• Late Arrivals
• Total Distance

Below the cards is a table of your attendance records, newest first, with these columns:

• Date (with the day of the week underneath)
• Check In - your first check-in time, or --:-- if you haven't checked in
• Check Out - your last check-out time. If you're still checked in, you'll see an Active badge instead.
• Total Hours - total working hours for that day
• Shift - the shift that day was recorded against
• Sessions - how many check-in/check-out sessions you had that day (shown only if your account allows multiple check-ins)
• Actions

Steps

Filter the list

1. Use the From Date and To Date pickers above the table to limit records to a date range.
2. Type in the Search attendance... box to search within the table.
3. Click Clear to remove the date filters.

View a day's details

1. Click the view (eye) button in the Actions column for the day you want.
2. A panel titled Attendance Details slides in from the right showing the status, check-in and check-out times, working hours, shift, and any late, early-leave, or overtime amounts.
3. If that day had more than one session, each one is listed under Sessions. Break times, if any, appear under Breaks.

Tips

• Use the Today button in the top-right corner to jump to today's attendance screen, where you can check in and out.

Today's attendance status

The Today's Attendance screen shows where you stand for the day - whether you're checked in, your check-in and check-out times, working hours so far, and a breakdown of your sessions. Open it from Self-Service > Attendance > Today, or by clicking the Today button on the My Attendance screen.

1. Attendance - Open the Attendance group in the menu.
2. Today - Then choose Today.

What you'll see

The left side of the screen shows a status card:

• A live clock.
• A status badge: Not Checked In, Checked In, or Completed.
• First Check-in and Last Check-out times.
• Working Hours and Distance for the day.
• Alerts if you were Late by a certain amount or earned Overtime.
• A check-in or check-out button, depending on your current status.

If a shift is recorded for the day, a Shift Information card appears below with the shift name, start time, end time, and break duration.

The right side shows:

• Check-in/out Sessions - a table of each session with its check-in time, check-out time (or an Active badge if it's still open), and duration. A summary row shows Total Sessions, Total Duration, and Active Sessions.
• Activity Timeline - a time-ordered list of your check-in and check-out events for the day.

If your account allows multiple check-ins, you'll see a Multiple check-ins enabled badge on the Sessions card.

Tips

• This screen refreshes itself after you check in or check out, so the times and totals update right away.
• To check in or out from here, see Checking in and out.

Checking in and out

You record your attendance from the Today's Attendance screen. Open it from Self-Service > Attendance > Today. Your browser will ask for location access - you need to allow it, because your check-in and check-out are recorded with your location.

1. Attendance - Open the Attendance group in the menu.

2. Today - Then choose Today.

3. Check In - Start your work day - your time and location are recorded.

4. Check Out - End your day when you finish work - your check-out time is recorded.

Steps

Check in

1. Go to Self-Service > Attendance > Today.
2. If your browser prompts for location, choose to allow it.
3. Click Check In Now.
4. A confirmation message appears and the screen updates to show you're checked in, with the time recorded.

Check out

1. On the Today's Attendance screen, click Check Out.
2. A confirmation message appears and the screen updates with your check-out time and total working hours.

Check in again (multiple sessions)

If your account allows multiple check-ins, after you check out you'll see a Check In Again button. Click it to start another session for the day. The screen shows which session number you're starting.

What you'll see

• After checking in, the status badge changes to Checked In and the First Check-in time is filled in.
• After checking out, the status badge changes to Completed and Working Hours is updated.
• Each session appears in the Check-in/out Sessions table and the Activity Timeline.

Troubleshooting

• "Location access is required to check in." - Your browser blocked location access. Enable location for this site in your browser settings, then try again. The screen also shows a "Location access is blocked" notice when this happens.
• "Geolocation is not supported by your browser." - Try a different, up-to-date browser.
• "No shift is assigned to your account." - Contact your administrator so a shift can be assigned before you check in.
• "You are already checked in. Please check out first." - You already have an open session. Check out before checking in again.
• "You have already completed your work for today." - You've already checked out and your account doesn't allow another check-in for the day.

Your attendance sessions for a day

A "session" is one check-in paired with the matching check-out. On a day where you check in and out more than once, each pair is a separate session. Open Core HR shows your sessions in two places.

1. Attendance - Open the Attendance group in the menu.
2. My Attendance - Then choose My Attendance.

On the Today's Attendance screen

1. Go to Self-Service > Attendance > Today.
2. The Check-in/out Sessions table lists every session for today with its check-in time, check-out time (or an Active badge if it's still open), and duration.
3. A summary row shows Total Sessions, Total Duration, and Active Sessions.
4. The Activity Timeline below shows the same check-in and check-out events in time order.

For a past day

1. Go to Self-Service > Attendance > My Attendance.
2. Find the day you want and click the view (eye) button in the Actions column.
3. The Attendance Details panel opens. If that day had any sessions, they appear under Sessions, each numbered with its check-in time, check-out time, and duration. An Active badge marks a session that was still open.
4. Any breaks for that day appear under Breaks, with start and end times and total break minutes.

Your monthly attendance summary

Open Core HR keeps a running summary of your attendance for the current month. You'll see it at the top of the My Attendance screen.

1. Attendance - Open the Attendance group in the menu.
2. My Attendance - Then choose My Attendance.

Where to find it

1. Go to Self-Service > Attendance > My Attendance.
2. The cards across the top of the page summarise the current month:
   • Present Days - the number of days you have an attendance record.
   • Total Hours - total working hours recorded this month.
   • Avg Hours/Day - average working hours per present day.
   • Late Arrivals - the number of days you arrived late.
   • Total Distance - total distance recorded for the month.
3. The table below shows the individual days that make up these totals. Use the From Date and To Date filters to focus on a particular stretch of the month.

Tips

• The summary cards always reflect the current calendar month. To review an earlier period, use the date filters on the table below.

Applying for leave

Use the Apply for Leave form to request time off. Open it from Self-Service > Leave > Apply Leave, or from the Apply Leave button on the My Leaves or Leave Balance screens.

1. Leave - Open the Leave group in the menu.

2. Apply Leave - Then choose Apply Leave.

3. Leave Type - Pick a leave type - your remaining balance is shown beside each one.

4. From Date - Choose the start date.

5. To Date - Choose the end date. The form works out how many working days that is.

6. Reason - A short reason for your request.

7. Submit Leave Request - Send it to your approver.

Steps

1. Go to Self-Service > Leave > Apply Leave.
2. Pick a Leave Type. Each type shows how much you have available next to its name.
3. Choose the From Date and To Date.
4. The form shows how many working days that range works out to (it skips weekends and holidays). If you have less balance than the days requested, it shows a Breakdown with how many are Paid and how many would be LOP (loss of pay).
5. If you only need part of a day, turn on Half Day Leave and choose First Half or Second Half. A half day must be for a single date.
6. Enter the Reason for your leave.
7. If the leave type needs proof, a Supporting Document field appears. Attach a PDF, JPG, or PNG (up to 5 MB).
8. If you'll be Travelling Abroad, turn that on and enter the location.
9. Optionally fill in an Emergency Contact name and Emergency Phone number.
10. Click Submit Leave Request. You'll be taken back to the My Leaves list, where the request appears with a Pending status.

What you'll see

• A sidebar on the right shows your Leave Balance for each leave type, with a bar showing how much you've used. The type you've selected is highlighted.
• The day count and Paid/LOP breakdown update as you change the dates or toggle half day.

Troubleshooting

• "Half-day leave must be for a single date." - Set the From Date and To Date to the same day.
• "You already have a leave request for the selected dates." - You already have a pending or approved request that overlaps those dates. Cancel or adjust it first.
• Supporting document errors - Only PDF, JPG, and PNG files are allowed, and the file must be under 5 MB. For sick leave, a document may be required only for the second and later requests in the same month.
• Other messages about advance notice, monthly or yearly limits, or balance come from your organisation's leave rules. Adjust your dates or leave type and try again, or check with HR.

Your leave requests

The My Leave Requests screen lists every leave request you've made, with its current status. Open it from Self-Service > Leave > My Leaves.

1. Leave - Open the Leave group in the menu.
2. My Leaves - Then choose My Leaves.

What you'll see

Cards at the top count your requests by status: Total, Pending, Approved, Rejected.

If you have leave balance and upcoming approved leaves, two panels appear below the cards: Leave Balance Overview (with a View All link to the balance page) and Upcoming Approved Leaves.

The table has these columns:

• Leave Type
• From and To
• Days - total days, with a small Paid/LOP breakdown underneath if some days are loss of pay
• Status - Pending, Approved, Rejected, Cancelled, or Cancelled by admin
• Applied On
• Actions

Steps

Filter the list

1. Use the Status and Leave Type dropdowns above the table.
2. Use the From Date and To Date pickers to limit by date.
3. Type in the Search leave requests... box to search the table.
4. Click Clear to reset the filters.

Open, cancel, or apply

• Click the view (eye) button in the Actions column to see a request's full details. See Viewing a leave request.
• For a Pending request, an extra cancel button appears in the Actions column. See Cancelling a leave request.
• Use the Apply Leave button (top right) to make a new request, or View Balance to open your leave balance.

Viewing a leave request

You can open any leave request to see its full details and current status.

1. Leave - Open the Leave group in the menu.
2. My Leaves - Then choose My Leaves.

Steps

1. Go to Self-Service > Leave > My Leaves.
2. Find the request in the table and click the view (eye) button in the Actions column.
3. The Leave Request Details window opens.

What you'll see

The details window shows:

• Leave Type and Status
• From and To dates
• Total Days
• Applied On
• Half Day (and which half) if it was a half-day request
• Approved By - who approved it, once it's approved
• Leave Breakdown - how many days are Paid and, if any, how many are LOP
• Reason
• Abroad Location, if you marked the leave as travelling abroad
• Emergency Contact and Emergency Phone, if you entered them
• Attachment - a Download Document link if you attached supporting proof

If the request is still Pending, a Cancel Leave Request button appears at the bottom of the window. See Cancelling a leave request.

Cancelling a leave request

You can cancel a leave request you no longer need. You can cancel a Pending request at any time, and an Approved request only if it hasn't started yet.

1. Leave - Open the Leave group in the menu.
2. My Leaves - Then choose My Leaves.

Steps

1. Go to Self-Service > Leave > My Leaves.
2. For a Pending request, click the cancel button in the Actions column. (You can also open the request with the view button and use the Cancel Leave Request button at the bottom of the details window.)
3. In the Cancel Leave Request confirmation, click Yes, Cancel Leave to confirm, or No, Keep It to back out.
4. The request's status changes to Cancelled.

What you'll see

• A confirmation message appears and the list refreshes.
• If the leave was already approved, your leave balance is returned to you when it's cancelled.

Troubleshooting

• "Cannot cancel approved leave that has already started or passed." - Approved leave can only be cancelled before its start date. Talk to HR if you need to change leave that has already begun.
• If the cancel button isn't shown for a request, it isn't in a state that you can cancel yourself.

Your leave balance

The Leave Balance screen shows how much leave you have for the current year, broken down by leave type. Open it from Self-Service > Leave > Leave Balance, or from the View Balance button on the My Leaves screen.

1. Leave - Open the Leave group in the menu.
2. Leave Balance - Then choose Leave Balance.

What you'll see

Summary cards at the top show your totals across all leave types:

• Total Entitled
• Used
• Available
• LOP Days

Below that, each leave type has its own card with:

• A bar showing how much you've used out of your total.
• Entitled, Carried Forward, Additional, and Available values.
• An LOP note if any loss-of-pay days were taken against that type.

If you have any, panels for Upcoming Leaves and Recent Leave History appear next.

A Detailed Breakdown table lists every leave type with columns for Entitled, Carried Forward, Additional, Total, Used, Available, and LOP.

If you have available compensatory offs, an Available Compensatory Offs table lists each one with its Worked Date, Days, and Expiry Date, and a badge showing your total comp-off days available.

Tips

• Use the Apply Leave button at the top right to start a new request.

Balance for a leave type

Every leave type's balance is shown on the Leave Balance screen - there's no separate page for a single type. Open the screen from Self-Service > Leave > Leave Balance.

1. Leave - Open the Leave group in the menu.
2. Leave Balance - Then choose Leave Balance.

Where to find it

1. Go to Self-Service > Leave > Leave Balance.
2. Each leave type has its own card showing:
   • A bar showing Used out of the type's total.
   • Entitled, Carried Forward, Additional, and Available.
   • An LOP note if loss-of-pay days were taken against that type.
3. The Detailed Breakdown table lower on the page lists the same numbers for every type in one place, including the Total for each.

When you go to apply for leave, the Apply for Leave form also shows the available balance next to each leave type and, in its sidebar, a per-type balance with a usage bar.

Your compensatory-off balance

Your available compensatory offs (comp-offs you've earned that are approved and not yet used or expired) show up in a couple of places in the self-service portal.

1. Leave - Open the Leave group in the menu.
2. Leave Balance - Then choose Leave Balance.

On the Leave Balance screen

1. Go to Self-Service > Leave > Leave Balance.
2. If you have any available comp-offs, an Available Compensatory Offs section appears near the bottom, with a badge showing your total comp-off days available and a table listing each one's Worked Date, Days, and Expiry Date.

On the My Compensatory Offs screen

1. Go to Self-Service > Leave > Compensatory Off.
2. The cards at the top include an Available count, alongside Total Earned, Used, Expired, and Pending.

When applying for leave

If your organisation has a compensatory-off leave type, picking it on the Apply for Leave form shows how many comp-off days you have available, and the request draws from your oldest comp-offs first.

Your compensatory offs

The My Compensatory Offs screen lists the comp-offs you've earned for extra hours worked, along with their status. Open it from Self-Service > Leave > Compensatory Off.

1. Leave - Open the Leave group in the menu.
2. Compensatory Off - Then choose Compensatory Off.

What you'll see

Cards at the top summarise your comp-offs:

• Total Earned
• Available
• Used
• Expired
• Pending

The table has these columns:

• Worked Date - the date you worked the extra hours
• Hours - hours worked
• Days - comp-off days that converts to
• Expiry Date - when the comp-off lapses if unused
• Status - Pending, Approved, or Rejected
• Usage - Available, Used, Expired, or a dash
• Actions

Steps

Filter the list

1. Use the Status dropdown above the table (All Statuses, Pending, Approved, Rejected).
2. Use the From Date and To Date pickers to limit by worked date.
3. Type in the Search compensatory offs... box to search the table.
4. Click Clear to reset the filters.

Open or edit a comp-off

• Click the view (eye) button in the Actions column to see a comp-off's details.
• For a Pending comp-off, an edit (pencil) button also appears. See Editing a compensatory-off request.

Request a new comp-off

Use the Request Comp Off button at the top right. See Requesting a compensatory off.

Requesting a compensatory off

If you worked extra hours, you can request a compensatory off so the time can be taken later. Open the My Compensatory Offs screen from Self-Service > Leave > Compensatory Off.

1. Leave - Open the Leave group in the menu.
2. Compensatory Off - Then choose Compensatory Off.

Steps

1. On the My Compensatory Offs screen, click Request Comp Off.
2. In the Request Compensatory Off panel that slides in, fill in:
   • Worked Date - the date you put in the extra hours (must be today or earlier).
   • Hours Worked - the number of hours.
   • Comp Off Days - this fills in automatically based on the hours you entered (every 4 hours counts as half a day). You can't edit it directly.
   • Reason - why you're requesting the comp-off.
3. Click Submit Request.
4. Confirm in the Submit Compensatory Off Request? dialog by clicking Yes, Submit.
5. A confirmation appears and the new request shows in the list with a Pending status, waiting for approval.

Troubleshooting

• "A compensatory off request already exists for this date." - You already have a pending or approved comp-off for that worked date. Edit the existing one instead.
• If the Submit Request button does nothing, check that all four fields are filled in.

Editing a compensatory-off request

You can change a compensatory-off request while it's still Pending. Once it's approved or rejected, it can't be edited.

1. Leave - Open the Leave group in the menu.
2. Compensatory Off - Then choose Compensatory Off.

Steps

1. Go to Self-Service > Leave > Compensatory Off.
2. Find the Pending request and click the edit (pencil) button in the Actions column. (You can also open it with the view button and use the Edit button in the details window.)
3. In the Edit Compensatory Off panel, update the Worked Date, Hours Worked, or Reason. The Comp Off Days value recalculates automatically from the hours.
4. Click Update Request.
5. A confirmation appears and the list refreshes with your changes.

Troubleshooting

• If you don't see an edit button for a request, it's no longer pending and can't be changed.
• If Update Request does nothing, check that all four fields are filled in.

Submitting an expense

Use the Submit Expense form to create an expense claim for reimbursement. One claim can contain several items. Open it from Self-Service > Expenses > Submit Expense, or from the Submit Expense button on the My Expenses screen.

1. Expenses - Open the Expenses group in the menu.

2. Submit Expense - Then choose Submit Expense.

3. Expense Type - Pick the kind of expense you are claiming.

4. Expense Date - When the expense happened.

5. Amount - How much you spent.

6. Submit Expense - Send it for approval.

Steps

1. Go to Self-Service > Expenses > Submit Expense.
2. Choose the Expense Date (must be today or earlier).
3. Optionally add Notes for the whole claim.
4. For each item under Expense Items:
   • Pick an Expense Type. Some types show a maximum amount underneath. Distance-based types are labelled (Auto) - see Travel-expense claims.
   • Enter the Amount. For most types this is required; for distance-based types the amount is calculated for you.
   • Optionally add Notes for the item.
   • Attach a Receipt (image or PDF). For some expense types a receipt is required, shown with a red asterisk.
5. Click Add Item to add more items, or the trash button on an item to remove it. The running Total is shown near the top.
6. Click Submit Expense. You'll be taken back to the My Expenses list, where the claim appears with a Pending status.

What you'll see

• The Total at the top of the form adds up the amounts of all items.
• If your organisation has expense guidelines or policies, they're shown on the My Expenses screen under Expense Guidelines & Policies.

Troubleshooting

• "Amount is required" / "Expense type is required" / "Receipt is required for this expense type" - Fill in the missing field on that item.
• "A travel (distance-based) expense request already exists for [date]. Only one travel expense is allowed per day." - You already have a travel item for that date on another claim. Use that one or pick a different date.
• Messages about amounts exceeding a policy limit come from your organisation's expense rules - adjust the amount or check with the team that handles expenses.

Travel-expense claims

Travel expenses are claimed on the same Submit Expense form as any other expense - you pick a distance-based expense type, enter how far you travelled, and Open Core HR works out the amount from the mileage rate that applies to you. Open the form from Self-Service > Expenses > Submit Expense.

1. Expenses - Open the Expenses group in the menu.

2. Submit Expense - Then choose Submit Expense.

3. Expense Type - Choose a travel expense type - the form switches to a distance-based calculation.

Steps

1. Go to Self-Service > Expenses > Submit Expense.
2. Set the Expense Date to the day you travelled.
3. On an expense item, pick a distance-based Expense Type - these are labelled (Auto) in the list.
4. A Distance box appears, labelled with your organization's distance unit. Enter how far you travelled.
5. Instead of an amount box, the item shows the amount being calculated from that distance. Once it's ready you'll see:
   • The estimated Amount.
   • Underneath, the distance and the rate used - for example, "12.50 km × 6.00/km" in your organization's currency and unit.
6. Optionally add Notes and a Receipt for the item.
7. Add any other items, then click Submit Expense.

What you'll see

• Until you enter a distance, the amount reads Enter a distance to price this claim.
• While the amount is being worked out, the item shows Calculating....
• If you aren't eligible for that travel type, an error message appears on the item and the amount stays at zero. Pick a different expense type, or check with HR.
• If the amount comes out as zero, the mileage rate for your designation hasn't been set yet - ask HR to set it under Expense Policies.
• Only one travel (distance-based) expense is allowed per day. If you've already claimed one for that date, submitting another is blocked.

Tips

• The distance you enter is what the claim is priced on, so record it accurately - approvers can see it on the submitted claim.
• The distance unit and currency come from your organization's Localisation settings, so they match the rest of Open Core HR.

Your expenses

The My Expenses screen lists every expense claim you've submitted, with its status. Open it from Self-Service > Expenses > My Expenses.

1. Expenses - Open the Expenses group in the menu.
2. My Expenses - Then choose My Expenses.

What you'll see

Cards at the top summarise your claims:

• Total Claims
• Pending
• Approved
• Rejected
• Total Amount

If your organisation has expense guidelines or applicable policies, they appear in an Expense Guidelines & Policies panel.

The table has these columns:

• Date
• Type - the expense types in the claim
• Amount - total claimed
• Items - how many items the claim has
• Approved - approved amount, once decided
• Status - Pending, Approved, Rejected, Processed, or Cancelled
• Actions

Steps

Filter the list

1. Use the Status dropdown above the table.
2. Use the From Date and To Date pickers to limit by date.
3. Type in the Search expenses... box to search the table.
4. Click Clear to reset the filters.

Open or cancel a claim

• Click the view (eye) button in the Actions column to see a claim's full details. See Viewing an expense.
• For a Pending claim, a cancel button also appears. See Cancelling an expense.

Submit a new claim

Use the Submit Expense button at the top right. See Submitting an expense.

Viewing an expense

You can open any expense claim to see its full details, each item, and the approval decision.

1. Expenses - Open the Expenses group in the menu.

2. My Expenses - Then choose My Expenses.

3. View - Click the eye icon on the claim you want to inspect.

Steps

1. Go to Self-Service > Expenses > My Expenses.
2. Find the claim in the table and click the view (eye) button in the Actions column.
3. The Expense Details panel slides in from the right.

What you'll see

The panel shows:

• Date and Status
• Total Amount, and Approved Amount once it's been decided
• Notes you added to the claim, and Approval Notes if the approver left any
• Approved By (with the date) or Rejected By (with the date)

Under Items, each item in the claim is listed with:

• The expense type and its code
• Amount, and Approved amount if decided
• Distance, for travel items
• Your notes and any admin notes
• A View Receipt link if you attached one

Cancelling an expense

You can cancel an expense claim while it's still Pending. Once it's approved, rejected, or processed, it can't be cancelled.

1. Expenses - Open the Expenses group in the menu.

2. My Expenses - Then choose My Expenses.

3. Cancel - On a pending claim, click the red Cancel icon (rightmost action on the row).

4. Yes, Cancel - Confirm - the claim is cancelled and disappears from the pending list.

Steps

1. Go to Self-Service > Expenses > My Expenses.
2. Find the Pending claim and click the cancel button in the Actions column.
3. In the Cancel Expense confirmation, click Yes, Cancel to confirm, or No, Keep It to back out.
4. A confirmation appears and the claim's status changes to Cancelled.

Troubleshooting

• "Expense request not found or cannot be cancelled." - The claim is no longer pending, so it can't be cancelled here. Contact the team that handles expenses if you need to change a claim that's already being processed.
• If a claim has no cancel button, it isn't in a state that you can cancel yourself.

Your tasks

The Tasks screen (under Self-Service in the left menu) is where you track work assigned to you, work you have assigned to others, and any recurring task occurrences.

1. Tasks - Open Tasks from the menu.

What you'll see

At the top, four summary cards show counts for Total Tasks, In Progress, Completed, and Overdue.

Below the cards are three tabs:

• My Tasks - tasks assigned to you.
• Assigned by Me - tasks you created and assigned to other people.
• Recurring Instances - individual occurrences of repeating tasks (shows a red badge with the overdue count when any are overdue).

My Tasks and Assigned by Me columns

Both lists show these columns:

• Task - the task name. An Overdue badge appears when the due date has passed, and a small repeat icon appears for recurring tasks.
• Assigned By (on My Tasks) or Assigned To (on Assigned by Me) - the person's name.
• Due Date - the due date, plus the time if one was set.
• Priority - Low, Medium, or High.
• Status - New, In Progress, Completed, Hold, or Cancelled.
• Actions - buttons for viewing and, on your own tasks, working the task.

Recurring Instances columns

• Task - the name of the parent task.
• Scheduled Date - the date this occurrence is due.
• Status - Pending, Overdue, Completed, or Skipped.
• Actions - a button to view the occurrence details.

Steps

1. Open Tasks from the Self-Service menu.
2. Choose the My Tasks, Assigned by Me, or Recurring Instances tab.
3. On My Tasks and Assigned by Me, use the Status, Priority, From Date, and To Date filters to narrow the list, or type in the search box.
4. On Recurring Instances, use the Filter by Status dropdown (All Active, Overdue, Today, Upcoming).
5. Click the eye icon in the Actions column to open a task and see its details.

Tips

• See Working a task for the Start, Hold, Resume, and Complete actions.
• See Recurring task occurrences for handling individual occurrences of a repeating task.

Creating a task

You can create a task and assign it to another person from the Tasks screen. The task you create appears under the Assigned by Me tab.

1. Tasks - Open Tasks from the menu.

2. Create Task - Click Create Task at the top right of the page.

3. Task Name - Give the task a short, clear name.

4. Assign To - Pick the person to assign the task to.

5. Priority - Low, medium, high - the assignee sees this in their list.

6. Due Date - When the task is due.

7. Create Task - Save the task - the assignee sees it in their My Tasks list.

Steps

1. Open Tasks from the Self-Service menu.
2. Click Create Task. A panel titled Create New Task slides in from the right.
3. Fill in the fields:
   • Task Name (required) - a short name for the task.
   • Assign To (required) - search for and select the person to assign the task to. You cannot assign a task to yourself.
   • Priority (required) - Low, Medium, or High (defaults to Medium).
   • Due Date (required) - when the task is due. Must be today or later.
   • Due Time - an optional time of day.
   • Recurring - Never, Daily, Weekly, or Monthly. Choose anything other than Never to make the task repeat.
   • Recurring End Date (required when recurring) - the last date the task should repeat.
   • Requires attachment before completion - turn this on if the assignee must upload a document before they can mark the task complete.
   • Notes / Description - optional notes for the assignee.
   • Voice Description - an optional audio file (MP3, WAV, M4A, or AAC, up to 10 MB).
4. Click Create Task.

What you'll see

A confirmation appears and the new task shows up under the Assigned by Me tab. If you set the task to recur, the individual occurrences are created automatically.

Tips

• To cancel without creating the task, click Cancel or close the panel.
• The assignee tracks the task from their My Tasks tab - see Your tasks.

A task's details and activity

Opening a task shows everything about it in a panel that slides in from the right, including a timeline of activity.

1. Tasks - Open Tasks from the menu.

2. My Tasks - Find the task on the My Tasks or Assigned by Me tab.

3. Task Details - Click the eye icon in the Actions column. The Task Details panel opens.

Steps

1. Open Tasks from the Self-Service menu.
2. Find the task on the My Tasks or Assigned by Me tab.
3. Click the eye icon in the Actions column. The Task Details panel opens.

What you'll see

The panel shows:

• Status - New, In Progress, Completed, or Hold.
• Priority - Low, Medium, or High.
• Due Date - the due date, plus the time if one was set.
• Assigned To - the person the task is assigned to.
• Created By - the person who created the task.
• Notes - any notes added when the task was created.
• Recurring - the repeat pattern and end date, for repeating tasks.
• Activity Timeline - a dated list of everything that has happened on the task: started, put on hold, resumed, completed, and any comments or files added. Each entry shows who did it and when, and a View Attachment link if a file was attached.

If the task is one of yours and is in progress, you'll also see sections to add an update and, when required, upload a document. See Adding a task update and Working a task.

Tips

• Click Close to dismiss the panel.

Working a task

As a task moves from new to done you change its status using the Start, Hold, Resume, and Complete actions. These are available only for tasks assigned to you.

1. Tasks - Open Tasks from the menu.

How the statuses flow

• New - the task has been assigned but not started. Use Start Task to begin.
• In Progress - you are working on the task. From here you can Hold it or Complete it.
• Hold - the task is paused. Use Resume Task to pick it back up.
• Completed - the task is done.

Note

You can only have one task In Progress at a time. If you try to start or resume a task while another is in progress, you'll be asked to complete or hold the other one first.

Steps

1. Open Tasks from the Self-Service menu and go to the My Tasks tab.
2. Use the buttons in the Actions column, or open the task with the eye icon and use the buttons at the bottom of the Task Details panel:
   • Start Task - available when the task is New.
   • Hold - available when the task is In Progress. The task moves to Hold.
   • Complete - available when the task is In Progress.
   • Resume Task - available when the task is Hold. The task moves back to In Progress.
3. When using the action buttons in the table, confirm the action in the dialog that appears.

Completing a task that requires an attachment

If the task was set up to require an attachment, clicking Complete opens a Complete Task dialog:

1. Choose a file under Attachment (required).
2. Optionally add Notes.
3. Click Complete Task.

You can also upload the required document ahead of time from the Upload Required Document section inside the Task Details panel while the task is in progress.

Troubleshooting

• The Complete button asks for an attachment - the task requires a document. Attach one in the Complete Task dialog or upload it first from the task details panel.
• You can't start a task - check whether you already have another task in progress and finish or hold it.

Adding a task update

While a task is in progress you can post updates - a written comment, a file, or both. Updates appear in the task's activity timeline so everyone involved can follow progress.

1. Tasks - Open Tasks from the menu.

2. View Details - On My Tasks, click the eye icon next to a task that is In Progress.

3. Add Update - Scroll to the Add Update section inside the Task Details panel.

4. Comment - Type your update in the box.

5. Attach - And/or choose a file to attach.

6. Send - Click Send - your update is added to the Activity Timeline.

Steps

1. Open Tasks from the Self-Service menu and go to the My Tasks tab.
2. Click the eye icon next to a task that is In Progress to open the Task Details panel.
3. Scroll to the Add Update section.
4. Type your comment in the box, and/or choose a file to attach.
5. Click Send.

What you'll see

A confirmation appears and your update is added to the Activity Timeline in the same panel, showing the text, any attached file, your name, and the time.

Tips

• You need to enter a message, attach a file, or both - an empty update can't be sent.
• For required documents on tasks that need an attachment before completion, use the Upload Required Document section instead - see Working a task.

Recurring task occurrences

A task set to repeat daily, weekly, or monthly generates a separate occurrence for each scheduled date. These are listed on the Recurring Instances tab of the Tasks screen.

1. Tasks - Open Tasks from the menu.

2. Recurring Instances - Click the Recurring Instances tab.

3. Filter by Status - Use the Filter by Status dropdown - All Active, Overdue, Today, Upcoming - or the search box to narrow the list.

4. View - Click the eye icon in the Actions column to view the occurrence details.

What you'll see

The Recurring Instances tab shows:

• Three summary boxes: Overdue, Today, and Upcoming.
• A Filter by Status dropdown: All Active, Overdue, Today, Upcoming.
• A list with these columns:
  • Task - the name of the parent task.
  • Scheduled Date - the date this occurrence is due.
  • Status - Pending, Overdue, Completed, or Skipped.
  • Actions - a button to view the occurrence.

Steps

1. Open Tasks from the Self-Service menu.
2. Go to the Recurring Instances tab.
3. Use the Filter by Status dropdown or the search box to find an occurrence.
4. Click the eye icon in the Actions column to view the occurrence details, which show the scheduled date, status, priority, the parent task's notes, and who it's assigned to.

Note

When you mark the parent recurring task complete from the My Tasks tab, the current occurrence (today's, or the earliest pending one) is marked complete automatically.

Note

Opening a single occurrence shows a read-only details panel. There is no per-occurrence complete or skip button on this screen, even though the system supports both.

Announcements

The announcements page shows company notices for everyone and for your location. Open Announcements in the Self-Service menu.

1. Announcements - Open Announcements from the menu.

What you'll see

Announcements appear as cards. Each card shows:

• The announcement title.
• The date it was posted.
• An Expires Soon marker if it ends within a few days, or an Expired marker if it has passed its end date.
• The text of the announcement. If it's long, the card shows the first part with a Read more link - see Reading an announcement.
• An Attachments area with a Download button for each attached file, when there are any.
• A location tag, when the notice is for a specific location rather than everyone.

If there's more than one page of announcements, use Previous and Next at the bottom to move between pages.

When there's nothing to show, the page says No Announcements.

Tips

• The newest announcements appear first.
• You only see announcements meant for everyone or for your location.

Reading an announcement

Most announcements show their full text right on the Announcements card. For longer ones, you can open the complete announcement in a pop-up window.

1. Announcements - Open Announcements from the menu.

2. Read more - On an announcement that has a Read more link, click it to open the full text.

3. Close - Click Close when you’re done reading to return to the list.

Steps

1. Open Announcements in the Self-Service menu.
2. On an announcement that has a Read more link, click Read more.
3. The full announcement opens in a window showing:
   • The title.
   • Posted on - the date and time it was published.
   • Expires - the end date, if the announcement has one.
   • The complete text.
   • An Attachments list, when there are any - click a file name to open or download it.
4. Click Close when you're done.

Tips

• Shorter announcements don't have a Read more link - their full text is already on the card.
• You can also download attachments directly from the announcement card without opening the window.

Holidays

The holidays page shows the holiday list for the current year at your location. Open Holidays in the Self-Service menu.

1. Holidays - Open Holidays from the menu.

What you'll see

At the top, three summary tiles:

• Total Holidays - how many holidays there are this year.
• Upcoming - holidays still to come.
• Past - holidays that have already happened.

Below that, the holidays are grouped by month. Each month is a table with these columns:

• Date - the day and month.
• Day - the day of the week.
• Holiday - the holiday name, with a short note underneath if one was added.
• Status - Today! if it's today, Past if it has passed, In N days if it's coming up soon, or Upcoming otherwise.

Past holidays appear slightly faded so the upcoming ones stand out.

If no holidays have been set up for the year, the page says No Holidays.

Tips

• The list is for your location, so colleagues at other locations may see a different set.
• Use the Upcoming tile to see at a glance how many days off are still ahead this year.

Your documents

The Documents screen (under Self-Service in the left menu) lists the documents you've uploaded and lets you view or download them.

1. Documents - Open Documents from the menu.

What you'll see

A table with these columns:

• Document Type - the type the document was filed under (for example, a passport copy or visa).
• File Name - the name of the uploaded file.
• Upload Date - when it was uploaded.
• Actions - a download button and a view button.

If you haven't uploaded anything yet, the screen shows "No documents uploaded yet."

Steps

1. Open Documents from the Self-Service menu.
2. To save a copy, click the download icon in the Actions column.
3. To open the document in a new browser tab, click the view (eye) icon.

Tips

• To add a document, click Upload Document - see Uploading a document.

Uploading a document

Use the Documents screen to upload a document and file it under a document type.

1. Documents - Open Documents from the menu.

2. Upload Document - Click Upload Document at the top right of the page.

3. Document Type - Pick the kind of document - only document types your company set up appear here.

4. File - Choose your file. Accepted: PDF, JPG, PNG. Max size: 5 MB.

5. Upload - Send the file. It appears in the list once it’s done uploading.

Steps

1. Open Documents from the Self-Service menu.
2. Click Upload Document. The Upload Document dialog opens.
3. Choose a Document Type from the dropdown.
4. Under File, choose the file from your device. Accepted formats are PDF, JPG, and PNG, up to 5 MB.
5. Click Upload.

What you'll see

A confirmation appears and the document is added to your list on the Documents screen.

Note

If you upload a new file for a document type you already have on file, it replaces the previous one.

Troubleshooting

• The upload is rejected - check that the file is a PDF, JPG, or PNG and within the size limit, and that you selected a document type.

Your assets

The My Assets screen (under Self-Service in the left menu) lists the company assets currently assigned to you.

1. My Assets - Open My Assets from the menu.

What you'll see

A table with these columns:

• Asset Name - the name of the asset.
• Category - the asset's category.
• Serial Number - the serial number, if recorded.
• Includes - the count and names of any accessories that come with the asset.
• Assigned Date - the date the asset was assigned to you.
• Actions - a button to view full details.

Steps

1. Open My Assets from the Self-Service menu.
2. Use the search box to find an asset by name.
3. Click the eye icon in the Actions column to open the details panel, which shows the Serial Number, Asset Tag, Brand, Model, Assigned Date, Condition When Assigned, Assignment Notes, and a list of Accessories.

Tips

• The details panel also lists documents attached to the asset and its maintenance history - see An asset's documents and An asset's maintenance history.

An asset's documents

Each asset assigned to you can have documents attached, such as a warranty card or handover form. You view them inside the asset's details panel.

1. My Assets - Open My Assets from the menu.

2. View - Click the View (eye) icon next to an asset to open its details.

3. Documents - Scroll to the Documents section to see anything attached to this asset - invoices, warranty certificates and other files.

Steps

1. Open My Assets from the Self-Service menu.
2. Click the eye icon next to the asset. The details panel slides in from the right.
3. Scroll to the Documents section.
4. For any document with a View link, click it to open the file in a new browser tab.

What you'll see

The Documents section lists each attached document with its file name, document type, the date it was added, and the file size. If nothing is attached, it shows "No documents attached to this asset."

Tips

• Documents here are managed by your IT or admin team - you can view them but not upload to an asset from this screen.

An asset's maintenance history

If an asset assigned to you has been serviced or repaired, those records appear in the asset's details panel.

1. My Assets - Open My Assets from the menu.

2. View - Click the View (eye) icon next to an asset to open its details.

3. Maintenance Log - Scroll to the Maintenance Log to see service and repair history for this asset.

Steps

1. Open My Assets from the Self-Service menu.
2. Click the eye icon next to the asset. The details panel slides in from the right.
3. Scroll to the Maintenance Log section.

What you'll see

The Maintenance Log lists each record with:

• The type of maintenance and the date it was performed.
• A description of the work.
• The vendor, the cost, and the next due date, where these were recorded.
• Any additional notes.

If there are no records, it shows "No maintenance recorded yet."

Tips

• Maintenance records are added by your IT or admin team; this screen is read-only.

Your loans

The My Loans screen (under Self-Service in the left menu) shows your loan applications and the loans you currently hold.

1. My Loans - Open My Loans from the menu.

2. Apply for Loan - Click Apply for Loan at the top right of the page.

3. Amount - How much you’d like to borrow.

4. Tenure - How many months you want to repay it over (1-60).

5. Start Date - When you’d like the loan to start.

6. Purpose - A short reason for the loan.

7. Submit Application - Send it for approval.

What you'll see

A table with these columns:

• Loan Number - the reference number for the loan.
• Amount - the loan amount.
• Tenure - the repayment period in months.
• EMI - the monthly instalment.
• Outstanding - the amount still to be repaid.
• Status - Pending, Approved, Active, Completed, Rejected, or Cancelled.
• Start Date - when the loan starts.
• End Date - when the loan ends, once known.
• Actions - a button to view the repayment schedule, and (for a Pending request) a button to cancel it.

Steps

1. Open My Loans from the Self-Service menu.
2. Use the search box to find a loan.
3. Click the eye icon in the Actions column to view the loan's details and repayment schedule - see A loan's details.

Applying for a loan

1. On the My Loans screen, click Apply for Loan. A panel slides in from the right.
2. Enter the Amount and Tenure (months) (1-60). An estimated monthly EMI is shown.
3. Pick a Start Date.
4. Optionally add a Purpose and Notes.
5. Optionally add up to five Security Deposits / Supporting Documents entries. For each entry choose a Type (Supporting Document, Blank Cheque, Post-Dated Cheque, or Other); for cheque types, enter the Cheque Number and Bank Name. You can attach a file (PDF, JPG, or PNG) and add notes.
6. Click Submit Application. The request is sent for approval and appears in your list with status Pending.

Cancelling a pending request

1. In the Actions column of a Pending loan, click the cancel (X) icon.
2. Confirm in the dialog. The request is retracted and the approval workflow stops. You can submit a new request afterwards.

A loan's details

Open any loan to see its repayment schedule and a summary of what's left to pay.

1. My Loans - Open My Loans from the menu.

Steps

1. Open My Loans from the Self-Service menu.
2. Click the eye icon next to the loan. The Repayment Schedule panel slides in from the right.

What you'll see

At the top of the panel, a summary shows the Amount, EMI, Outstanding, and Status.

Below that, the Schedule section lists each instalment with:

• A number and the month it's due.
• The remaining outstanding amount after that instalment.
• The instalment amount.
• A status for that instalment (for example, completed, verified, overdue, or pending).

If no schedule is available yet, the panel shows "No schedule available."

Note

A security deposit recorded when you applied is not shown again in this panel - the panel covers the loan summary and the repayment schedule. Ask HR if you need to confirm a deposit.

Your HR policies

The HR Policies screen (under Self-Service in the left menu) lists the policies assigned to you to read and acknowledge.

1. HR Policies - Open HR Policies from the menu.

2. Search - Type a few letters of the title to filter the list.

3. Open - Click the eye icon in the Actions column to read the policy and acknowledge it.

What you'll see

At the top, four summary cards show Total, Pending, Acknowledged, and Overdue counts.

Below the cards, a table with these columns:

• Title - the policy name.
• Category - the policy's category, shown as a coloured badge.
• Effective Date - the date the policy takes effect.
• Status - Pending, Acknowledged, Overdue, or Expired.
• Actions - a button to open the policy.

Steps

1. Open HR Policies from the Self-Service menu.
2. Use the search box to find a policy by title.
3. Click the eye icon in the Actions column to open the policy.

Tips

• See Reading a policy for what the policy screen contains, and Acknowledging a policy for how to confirm you've read it.

Reading a policy

Opening a policy shows its full text along with its category, effective date, and whether it's mandatory.

1. HR Policies - Open HR Policies from the menu.

Steps

1. Open HR Policies from the Self-Service menu.
2. Click the eye icon next to the policy you want to read.
3. Read the policy content on the screen. Use Back to Policies at the top to return to the list.

What you'll see

• The policy title at the top, with badges showing the category, the effective date, and a Mandatory badge when the policy is mandatory.
• The full policy text, including any headings, lists, and tables it contains.
• A green banner if you've already acknowledged the policy, showing the date you acknowledged it and any comments you added.
• An Acknowledge This Policy section if your acknowledgment is still pending or overdue - see Acknowledging a policy.

Acknowledging a policy

When a policy is assigned to you, you're asked to confirm you've read it. You do this from the policy's own screen.

1. HR Policies - Open HR Policies from the menu.

2. I Acknowledge This Policy - When you are ready, select this button to confirm you have read the policy.

Steps

1. Open HR Policies from the Self-Service menu.
2. Click the eye icon next to a policy whose status is Pending or Overdue.
3. Read the policy text.
4. Scroll to the Acknowledge This Policy section. If a deadline applies, it's shown here, with an Overdue badge when the deadline has passed.
5. Optionally type a note in the Comments box.
6. Click I Acknowledge This Policy.

What you'll see

A confirmation appears and the screen reloads to show a green banner with the date you acknowledged the policy and any comments you added. The policy's status changes to Acknowledged in your list.

Tips

• Once acknowledged, the Acknowledge This Policy section no longer appears for that policy.
• A policy already showing as Acknowledged or Expired has no acknowledge button.

Your warnings

This page lists the warnings on your record so you can read them, download a copy, and acknowledge any that need a response. Open it from Self-Service > My Warnings.

1. My Warnings - Open My Warnings from the menu.

What you'll see

At the top, four summary cards: Total Warnings, Active, Pending Acknowledgment, and Appealed.

Below that, a table of your warnings with these columns:

• Warning No. - the reference number for the warning.
• Type - the warning type.
• Severity - shown as a tag (for example, verbal, written, or final).
• Subject - a short title for the warning.
• Issue Date - when the warning was issued.
• Status - for example, Issued, Acknowledged, Appealed, Revoked, or Expired.
• Actions - buttons to view, download, or acknowledge.

Drafts and warnings still going through approval are not shown here.

Steps

1. Go to Self-Service > My Warnings.
2. Use the Status, From Date, and To Date filters, or the Search warnings... box, to narrow the list.
3. On any row, use the actions:
   • The view icon opens the warning's details.
   • The document icon downloads the warning letter.
   • The check icon (shown only when a warning is Issued and needs a response) opens the Acknowledge Warning window - see Acknowledging a warning.
4. Use View My Appeals to switch to your appeals.

Tips

• A warning only shows the acknowledge action while its status is Issued and it requires acknowledgment.

A warning's details

This page shows the full details of a single warning, plus any appeals raised against it. Open it from your warnings by selecting the view icon on a row.

1. My Warnings - Open My Warnings from the menu.

2. View - Click the view icon in the Actions column to open the warning.

3. Download Letter - Opens the warning letter document.

4. Appeal - While the warning is Issued, you can acknowledge it (from the My Warnings list) or Appeal to contest it.

What you'll see

• A header with the Subject, the warning number, and the current Status tag.
• Download Letter - opens the warning letter document.
• Acknowledge - shown only when the warning is Issued and needs a response.
• Appeal - shown only while the warning is Issued; opens the appeal form.
• Warning Information - Type, Severity (if set), Issue Date, and who issued it. If you've already acknowledged it, the acknowledged date and your comments appear here too.
• Description - the details of the warning, if any were recorded.
• Appeals - a list of appeals raised against this warning, each with its number, date, status, and a View link to the appeal's details.

Steps

1. Open My Warnings from the menu.
2. Click the view icon on the warning you want.
3. Read the warning information and description.
4. Use Download Letter if you want a copy.
5. If the warning is Issued, decide whether to acknowledge it or raise an appeal.

Tips

• Acknowledging a warning closes off the option to appeal it, so review it carefully before choosing.

Acknowledging a warning

Acknowledging a warning confirms that you have read and understood it. You can do this from your warnings list or from the warning's details.

1. My Warnings - Open My Warnings from the menu.

2. Acknowledge - Click the check icon on the warning row to start the acknowledgment.

3. Comments - (Optional) Add a short comment for HR.

4. Acknowledge - Confirm - the warning is then marked as acknowledged.

Steps

1. Open Self-Service > My Warnings, or open a warning's details page.
2. Select the acknowledge action - the check icon on a row, or the Acknowledge button on the details page. It only appears when the warning's status is Issued and it requires acknowledgment.
3. In the Acknowledge Warning window, optionally type a note in the Comments (Optional) box.
4. Select Acknowledge.

What you'll see

After acknowledging, the warning's status changes to Acknowledged, and the acknowledged date and your comments appear on the warning's details page.

Tips

• Acknowledging a warning means you can no longer appeal it. If you want to contest the warning, raise an appeal instead - both options are available while the warning is Issued.

Your appeals

This page lists the appeals you've raised against warnings, with their status and outcome. Open it from Self-Service > My Appeals.

1. My Appeals - Open My Appeals from the menu.

2. Search - Type to filter the appeals list - also filter by Status and From/To Date above the table.

3. View - Open the appeal's details.

4. Withdraw - Withdraw the appeal - only available while it's Pending or Under Review.

5. View My Warnings - Switch over to your warnings to start a new appeal.

What you'll see

At the top, five summary cards: Total Appeals, Pending, Under Review, Approved, and Rejected.

Below that, a table of your appeals with these columns:

• Appeal No. - the reference number for the appeal.
• Warning No. - the warning the appeal relates to.
• Warning Type - the type of that warning.
• Submitted - when you submitted the appeal.
• Status - for example, Pending, Under Review, Approved, Rejected, or Withdrawn.
• Outcome - once decided, for example Warning Upheld, Warning Reduced, or Warning Revoked. Shows a dash until then.
• Actions - buttons to view details or withdraw.

Steps

1. Go to Self-Service > My Appeals.
2. Use the Status, From Date, and To Date filters, or the Search appeals... box, to narrow the list.
3. On any row, use the actions:
   • The view icon opens the appeal's details.
   • The X icon (shown only while the appeal is Pending or Under Review) starts a withdrawal - see Withdrawing an appeal.
4. Use View My Warnings to switch to your warnings.

Tips

• To raise a new appeal, open the warning you want to contest and use its Appeal button - see Raising an appeal against a warning.

Raising an appeal against a warning

If you disagree with a warning, you can submit an appeal for HR to review. You start an appeal from the warning itself.

1. My Warnings - Open My Warnings from the menu.

2. Appeal - Click Appeal on the warning detail screen to open the appeal form.

3. Reason for Appeal - A short summary of why you’re appealing.

4. Your Statement - Your detailed account of what happened.

5. Submit Appeal - Send the appeal - HR will review it.

Steps

1. Open the warning's details from Self-Service > My Warnings.
2. Select Appeal. (This is available while the warning is Issued and the appeal deadline hasn't passed.)
3. On the Submit Appeal page, review the Warning Summary - it shows the warning number, type, reason, and the Appeal Deadline.
4. Fill in the appeal form:
   • Reason for Appeal (required) - a brief description of why you're appealing.
   • Your Statement (required) - your detailed statement and any relevant context.
   • Supporting Documents (Optional, max 5 files) - use Upload Files to attach evidence. Accepted file types are PDF, JPG, JPEG, PNG, DOC, and DOCX. Use Remove next to a file to take it off.
5. Select Submit Appeal. To stop without submitting, select Cancel.

What you'll see

After you submit, the appeal is created with status Pending, the warning's status changes to Appealed, and you're taken to the appeal's details.

Tips

• You can have only one active appeal per warning.
• If the deadline to appeal has already passed, or an appeal is already in progress, you'll be sent back to the warning with a message explaining why.
• Acknowledging a warning ends the option to appeal it, so don't acknowledge a warning you intend to contest.

An appeal's details

This page shows everything about a single appeal - what you submitted, its current status, and HR's decision once it's reviewed. Open it from your appeals by selecting the view icon on a row, or from the linked appeal on a warning's details page.

1. My Appeals - Open My Appeals from the menu.

What you'll see

• A header with the appeal number and the current Status tag (Pending, Under Review, Approved, Rejected, or Withdrawn).
• Withdraw - shown only while the appeal is Pending or Under Review.
• Overview - Status, Outcome (once decided - Warning Upheld, Warning Reduced, or Warning Revoked), the date you submitted, the date it was reviewed, a link to the related Warning, who reviewed it, and, if the warning was reduced, the new warning type under Reduced To.
• Appeal Reason - the reason you entered.
• Employee Statement - the statement you entered.
• Supporting Documents - any files you attached, each with a download button.
• Review Notes - notes from HR, shown once the appeal has been reviewed.

Steps

1. Open your appeals and select the view icon on the appeal you want.
2. Review the overview, your submitted text, and any review notes.
3. If the appeal is still Pending or Under Review and you no longer want to pursue it, use Withdraw - see Withdrawing an appeal.

Withdrawing an appeal

You can withdraw an appeal you've raised, as long as HR hasn't finished reviewing it. Do this from your appeals list or from the appeal's details.

1. My Appeals - Open My Appeals from the menu.

2. Withdraw - On a row whose status is Pending or Under Review, click the X icon to start the withdrawal.

3. Withdraw Appeal - Confirm - the appeal is moved to Withdrawn.

Steps

1. Open Self-Service > My Appeals, or open an appeal's details page.
2. Select the withdraw action - the X icon on a row, or the Withdraw button on the details page. It's only available while the appeal's status is Pending or Under Review.
3. In the Withdraw Appeal confirmation window, select Withdraw Appeal. To keep the appeal, select Cancel.

What you'll see

The appeal's status changes to Withdrawn. The related warning goes back to the status it had before you appealed, and any supporting documents you attached are removed.

Tips

• Withdrawing an appeal can't be undone. If you still want to contest the warning afterward, you'd need to raise a new appeal - and only if the warning is still appealable.

Your bank details

This page is where you record the bank account used for your salary. Open it from Self-Service > Bank Details.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR team.

What you'll see

If you've already added an account, a Bank Account card shows your Bank Name, Branch, Account Number (most digits hidden, only the last few shown), and your bank identifiers, with an Edit button.

If you haven't added one yet, you'll see a message that no bank details were found and an Add Bank Details button.

Steps

1. Go to Self-Service > Bank Details.
2. Select Add Bank Details (or Edit if you've added an account before).
3. Fill in Bank Name, Branch and Account Number, then whichever identifiers your bank uses - Bank Code, IBAN or SWIFT / BIC.
4. Select Save Bank Details. To leave without saving, select Cancel.

Tips

• For your security, your account number is shown partly hidden once saved - only the last few digits stay visible.
• Updating these details replaces what was there before. Make sure the new details are correct so your salary isn't delayed.

Your promotions

This page shows the promotions you've received over time. Open it from Self-Service > My Promotions.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR team.

What you'll see

A card for each promotion, showing:

• The effective date and a type tag - for example, Salary Increment, Designation Change, or Both.
• Previous and New designation, when the designation changed.
• Previous Salary and New Salary, when the salary changed.
• An increment percentage tag, when one applies.

If you have no promotions yet, you'll see a "No Promotions Yet" message.

Steps

1. Go to Self-Service > My Promotions.
2. Review each promotion card.

Your probation

This page shows your probation reviews and confirmation status. Open it from Self-Service > My Probation.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR team.

What you'll see

A Probation Review card for each record, with a status tag (for example, Pending, In Review, Confirmed, Extended, or Terminated) and these details:

• Original End Date - when your probation was originally due to end.
• Extended End Date - the new end date, if your probation was extended.
• Extension Reason - why it was extended, if applicable.
• Confirmed On - the date you were confirmed, once that's happened.
• Notes - any notes added by HR.

If you have no probation records, you'll see a message saying so.

Steps

1. Go to Self-Service > My Probation.
2. Review each probation review card.

Your bonuses

This page shows your bonus history and payouts. Open it from Self-Service > My Bonuses.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR team.

What you'll see

• A Total Earned card at the top, summing the bonuses that have been paid, with a note of how many paid bonuses that covers.
• A card for each bonus, showing the bonus cycle name, a status tag (for example, Pending, Approved, Paid, Cancelled, or Rejected), and these details:
  • Percentage - the bonus percentage.
  • Base Salary - the salary the bonus was calculated on.
  • Amount - the bonus amount.
  • Paid On - the date it was paid, once that's happened.
  • Reason - any reason recorded by HR.

If you have no bonus records, you'll see a message saying so.

Steps

1. Go to Self-Service > My Bonuses.
2. Review your total earned and each bonus card.

Your separations

This page is where you start a resignation and track its progress. Open it from Self-Service > My Separations.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR team.

What you'll see

• An Initiate Resignation button at the top (shown when you don't already have an active separation in progress).
• A card for each separation request, showing its type, a status tag (for example, Initiated, Pending Approval, In Progress, Approved, Completed, Cancelled, or Rejected), and these details:
  • Resignation Date - the date you submitted.
  • Last Working Day - your proposed last day.
  • Reason - the reason you gave.

If you have no separation records, you'll see a message saying so.

Steps

1. Go to Self-Service > My Separations.
2. To start a resignation, select Initiate Resignation - see Initiating your separation.
3. To check progress, review the card for your request and its status tag.

Initiating your separation

This page covers submitting your resignation for HR to review and approve. You reach it from your separations.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR team.

Steps

1. Go to Self-Service > My Separations.
2. Select Initiate Resignation.
3. On the Initiate Resignation page, fill in the Resignation Details:
   • Resignation Date (required) - the date of your resignation.
   • Last Working Date (required) - your proposed last working day.
   • Reason for Resignation (required) - the reason for your decision.
   • Additional Notes - any extra context (optional).
4. Select Submit Resignation. To leave without submitting, select Cancel.

What you'll see

After you submit, you're taken back to your separations, where your request appears with its current status. HR will then review and process it.

Tips

• If you already have a separation request in progress, the Initiate Resignation button won't appear - you can only have one active request at a time.

Your final settlement

This page shows the breakdown of your full and final settlement when you're leaving. Open it from Self-Service > My Settlement.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR team.

What you'll see

If a settlement has been prepared for you, a Settlement Summary card shows a status tag (for example, Pending, Calculated, Approved, Paid, or Cancelled) and these sections:

• Due Date and Paid On dates.
• Earnings - Pending Salary, Leave Encashment, Bonus, and Other Additions.
• Deductions - Loan Deduction and Other Deductions.
• Net Settlement - the final amount payable.
• Notes - any notes from HR.

If no settlement record exists yet, you'll see a message saying so.

Steps

1. Go to Self-Service > My Settlement.
2. Review the earnings, deductions, and net settlement amount.

Your letters

This page collects your official documents and letters - for example, offer, appointment, and warning letters - so you can view and download them. Open it from Self-Service > My Letters.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR team.

What you'll see

• A type filter at the top - All Letters, plus an entry for each kind of letter you have.
• A card for each letter, showing its title, its date, and a Download button.

If no letters are available, you'll see a message saying so.

Steps

1. Go to Self-Service > My Letters.
2. Optionally pick a letter type from the filter to narrow the list.
3. Select Download on a letter to open or save it.

Your performance warnings

This page lists the performance warning letters issued to you. Open it from Self-Service > Performance Warnings.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR team.

What you'll see

A card for each performance warning letter, showing:

• The reason (or "Performance Warning" if no reason was set).
• A status tag - for example, Pending Approval, Issued - Awaiting Acknowledgement, Acknowledged, or Rejected.
• The date it was issued, and who issued it.

If you haven't received any, you'll see a "No Performance Warnings" message.

Steps

1. Go to Self-Service > Performance Warnings.
2. Select a card to open the performance warning's details, where you can read it, download it, and acknowledge it.

Tips

• These performance warning letters are separate from the disciplinary warnings under Self-Service > My Warnings.

A performance warning's details

This page shows the full details of a single performance warning letter and lets you download it and acknowledge it. Open it from your performance warnings by selecting a card.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR team.

What you'll see

• A status banner: either "Acknowledged on …" with the date, or the current status (for example, Issued - Awaiting Acknowledgement).
• The reason and a status tag.
• A details block: Warning date, Issued by, and - when set - Target amount and Grace period ends.
• Consequences - what happens if things don't improve, if recorded.
• Notes - any notes from HR.
• Download PDF - opens the letter, if a copy is available.
• Acknowledge - shown only when the letter is issued and you haven't acknowledged it yet.

Steps

1. Open your performance warnings and select the letter you want.
2. Read the details, consequences, and notes.
3. Use Download PDF if you want a copy.
4. To acknowledge, select Acknowledge, then confirm in the prompt that you've read the letter.

What you'll see after acknowledging

The status changes to Acknowledged and the banner shows the date you acknowledged it.

Chat

Chat is the built-in messaging area in Open Core HR. You can send direct messages to a colleague, create group chats, share files and images, and react to messages.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

What you'll see

The Chat screen has two parts:

• The conversation list runs down the left. It shows each chat you're part of - name, the last message, when it was last active, and an unread badge if there are new messages. There's a New Chat button at the top and a Search chats... box to filter the list. You can collapse this list to icons only.
• The open conversation fills the rest of the screen. At the top is the chat name (and member count for groups), with the Info button for group details. Messages appear in the middle, and the message box ("Type a message...") is at the bottom. When you first open Chat, this area says "Select a conversation to start chatting."

Steps

1. Open Chat from your menu.
2. In the conversation list on the left, select a chat to open it, or use Search chats... to find one.
3. Type in the message box at the bottom and press Enter to send.

To start a new conversation or a group, see Conversations and groups.

Conversations and groups

Start a one-to-one chat with a colleague, or create a group chat for a team or project. You can add more people to a group later from the group info panel.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

Starting a one-to-one chat

1. In Chat, select New Chat.
2. On the Direct Message tab, type a name in Search employees... and pick the person.
3. In the Message box, type your first message.
4. Select Send Message. The conversation opens.

Creating a group

1. In Chat, select New Chat.
2. Switch to the Group Chat tab.
3. In Group Name, type a name for the group.
4. Use Search employees to add... to find people, and select each one to add them. Selected members appear as chips above the search box - select the small x on a chip to remove someone.
5. Select Create Group. The button shows how many members you've added.

Adding people to a group

1. Open the group chat.
2. Select the Info button at the top of the conversation to open the group info panel. It shows the group name and the list of members.
3. Select Add, search for the person in Search employees..., and select them. They're added to the group.

What you'll see

The group info panel lists every member with their name and job title, and the total member count. Open it any time from the Info button.

Messages, reactions and files

Send text messages, react with an emoji, share files and images, and forward a message to another chat.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

Sending a message

1. Open the conversation.
2. Type in the message box at the bottom ("Type a message...").
3. Press Enter to send. To start a new line instead of sending, press Shift+Enter.

A tick appears next to your sent message; it changes once the other person has read it. You'll also see a "is typing" indicator when someone in the chat is typing.

Reacting to a message

1. Hover over the message.
2. Select the menu button (the three dots) that appears next to it.
3. Pick an emoji from the row at the top of the menu. Your reaction appears under the message; pick a different emoji to change it.

Sharing a file or image

1. Select the paperclip button to the left of the message box.
2. Choose Image, Video, or File, then pick the file from your device.
3. The file uploads and is sent to the chat. You can also drag a file onto the message area, or paste an image you've copied.

To view an image someone sent, select it - it opens full size, with a button to download it. Press Escape or select the x to close it. Other file types show as a card you can select to download.

Forwarding a message

1. Hover over the message and select its menu button (the three dots).
2. Choose Forward.
3. In Search chats..., find the chat you want to send it to and select it. The message is forwarded.

Other actions

• Copy - on a text message, the menu has a Copy option to copy its text.
• Delete - on your own messages, the menu has Delete. You're asked to confirm; deletion can't be undone.

Calls

The web version of Open Core HR Chat does not have audio or video calling - there are no call buttons in a conversation. Use Chat on the web for messaging, files, and reactions.

Availability

This area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

HR & Admin Guide

This guide is for HR staff, managers, and administrators who run the workspace side of Open Core HR: the screens where you manage people, attendance, leave, approvals, and company settings. If you only use Open Core HR for your own self-service tasks, see the Self-Service guide instead.

Finding your way around

Screens are grouped in the left menu under headings:

• Dashboard - at-a-glance overviews and the compliance dashboard.
• Human Resources - Employees, Attendance, and Leave Management.
• Workforce Management - Approvals, Asset Management, Loan Management, Disciplinary Actions, and HR Policies.
• Operations - Expenses and Announcements.
• Settings - Company Details, Organization Hierarchy, Master Data, Roles & Permissions, Audit Logs, and (for super admins) Organization Apps, External API Clients, and Microsoft 365.

What this guide covers

• Employees - the employee directory, adding people, status changes, and the employee profile.
• Attendance & tracking - attendance records, sessions, corrections, and analytics.
• Leave & time off - leave requests, compensatory offs, leave types, and balance management.
• Approvals - the approval inbox and workflows.
• Disciplinary actions - warnings and related records.
• HR policies - policies, categories, assignments, and acknowledgments.
• Employee lifecycle - offers, appointments, probations, and related letters.
• Assets - asset records, categories, and assignments.
• Loans - loans, repayments, security deposits, and loan reports.
• Operations - expense claims and announcements.
• Organization & master data - company details, the org hierarchy, departments, designations, locations, shifts, holidays, expense types and policies, and document types.
• System administration - roles and permissions, audit logs, and organization apps.
• Microsoft 365 - the connection between Open Core HR accounts and Microsoft 365 mailboxes.

Note

You only see the menu items your role gives you access to. If a screen described in this guide isn't in your menu, you don't have permission for it - ask an administrator.

Your dashboard

The dashboard is the first screen you see when you sign in to Open Core HR. It greets you by name and gives you a quick read on what is happening across the workforce today. The exact cards and charts you see depend on which areas you have access to.

1. Dashboard - Open Dashboard from the menu.

Steps

1. Open Open Core HR. The dashboard loads automatically, or click Dashboard at the top of the left menu.
2. Read the quick stats at the top: your own hours today, your hours this week, your task count, and your ongoing tasks. If you handle approvals, you may also see pending leave requests and pending expense requests here.
3. Scroll down to review the workforce, attendance, and other panels described below.

What you'll see

Depending on your access, the dashboard can include:

• A workforce summary with Total Users, today's present, today's absent, on leave, and active employees.
• An Attendance Trend (This Week) chart and a Department Performance chart.
• Headcount by Department, Leave Trend (6 Months), and Expense Summary (6 Months) charts.
• A people panel with upcoming birthdays, upcoming work anniversaries, and new joiners.
• An announcements panel with company announcements.
• An upcoming holidays panel.
• A quick actions panel with shortcuts.
• A pending approvals panel (leave and expense) and a My Weekly Hours chart.

Tips

• If a chart says there is no data, that area simply has no records for the current period yet.
• Use the quick actions panel to jump straight to the tasks you do most often.

Task board

The Tasks screen is your organisation-wide view of every task: who created it, who it is assigned to, its priority, status, and due date. From here you can create and assign new tasks and open any task to see its full history.

1. Tasks - Open Tasks from the menu.

Steps

1. In the left menu, click Tasks.
2. Review the summary cards at the top: Total Tasks, New Tasks, In Progress, Completed, Overdue, and Due Today.
3. Scroll down to the Filters section and narrow the list by Status, Priority, Assigned To, Created By, Due Date From, and Due Date To. Tick Show Overdue Only to see just overdue tasks, then click Apply Filters. Click Clear Filters to reset.
4. In the Task List, switch between table view and grid view using the layout buttons in the top corner.
5. Click View on any task to open its details.
6. Click Refresh to reload the page with the latest data.

Creating and assigning a task

1. Click Create Task at the top of the screen. A panel slides in from the right.
2. Fill in Task Name.
3. Choose the person under Assign To.
4. Set the Due Date and, optionally, a Due Time.
5. Choose a Priority - Low, Medium, or High.
6. Optionally set Recurring to Daily, Weekly, or Monthly. If you do, a Recurring End Date is required.
7. Add Notes if needed.
8. Click Create Task.

Opening task details

The details page shows the task name, status, priority, who it is assigned to, who created it, the description, important dates (created, due, last updated), a completion progress indicator, and a Task Timeline of every update - starts, holds, resumes, completions, and any text, image, file, link, or chat updates. Use Print to print the page.

What you'll see

• The charts under the summary cards: Status Distribution and Priority Distribution.
• Top Task Assigners and Most Assigned Users lists.
• In the table view, columns for Task #, Name, Assigned To, Created By, Priority, Status, Due Date, Progress, and Actions. Overdue tasks show how many days they are overdue; tasks due today are flagged.

Tips

• Progress is shown as a percentage based on status - for example New is 10%, In Progress is 50%, and Completed is 100%. It is not entered manually.

Reports

The Reports screen is where you generate downloadable reports - attendance, leave, and expense - and track the exports you have requested. Open Reports → All Reports from the left menu.

1. Reports - Open the Reports group in the menu.
2. All Reports - Then choose All Reports.

Steps

1. In the left menu, open Reports → All Reports.
2. On the Generate Reports tab you will see a card for each report type:
   • Attendance Report - employee attendance records with check-in/out times and working hours.
   • Leave Report - leave requests active within the selected period.
   • Expense Report - expenses with dates within the selected period.
3. On the report card you want, choose the Date Range Type - Monthly (pick a month) or Date Range (pick a From and To date).
4. Optionally narrow it by User.
5. Click Request Export. The report is generated in the background.
6. Switch to the Export History tab to see your requested exports and download them when they are ready (see Exports).

Tips

• Reports run in the background, so you can request several and come back later - they do not download instantly.
• If a required field is missing (for example a month or a date), you will be prompted to fill it in before the export can be requested.

Exports

When you request a report, Open Core HR builds the file in the background and lists it under Export History. This is where you check progress, download finished files, and clean up old ones. You will find it on the Export History tab of the Reports → All Reports screen.

1. Reports - Open the Reports group in the menu.
2. All Reports - Then choose All Reports.

Steps

1. In the left menu, open Reports → All Reports, then click the Export History tab.
2. Use the status buttons - All, Pending, Processing, Completed, Failed - to filter the list.
3. Click Refresh to update the list with the latest progress.
4. For a finished export, click the download icon to download the file.
5. For an export that is still pending or processing, click the cancel icon to stop it.
6. To remove an export from the list, click the delete (trash) icon.

What you'll see

Each export in the list shows:

• The report type and a status badge: Completed, Pending, Processing, Failed, or Cancelled.
• The filters that were used (for example the month or date range or user).
• When it was requested, and once finished, the file size and the number of records.
• An error message if the export failed.

Tips

• A new export starts as Pending, moves to Processing, and becomes Completed when the file is ready - use Refresh to see it change.
• If an export shows Failed, check the error message, adjust the filters, and request it again from the Generate Reports tab.

Employee directory

The Employees screen lists everyone in the company and is your starting point for finding a person and opening their profile.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Steps

1. Open Employees → Active from the Human Resources section of the menu.
2. At the top you'll see count cards: Total, Active, Onboarding, Relieved, Suspended, and Terminated. Clicking Onboarding, Relieved, Suspended, or Terminated opens that status list. If any employees are in the trash, a strip appears with a View Deleted button.
3. Use the filter row to narrow the list by Department, Designation, Location, or Role. Each is a dropdown; pick All Departments / All Designations / All Locations / All Roles to clear that filter.
4. Type in the Search employees... box to search by name, code, email, phone, or role.
5. To open someone's profile, click their name (or the eye icon in the Actions column).

What you'll see

The table shows these columns: ID, Employee (avatar, name, and code), Email, Phone, Location (name and code), Role, and Actions. You can sort by ID, Employee, Email, and Phone. Search, sorting, and paging apply across the whole directory, not just the page you're viewing.

Tips

• The top-right buttons let you add a new employee, import employees from a file, download a sample import file, and export the list. These appear only if you have the matching permission.
• Cells with no value show N/A.

Employees by status

Besides the Active list, Open Core HR keeps separate lists for employees in other states: Onboarding, Suspended, Relieved, and Terminated. Use these to see who is in each state and to move people back to Active.

1. Employees - Open the Employees group in the menu.
2. Onboarding - Then choose Onboarding.

Opening a status list

1. From the Human Resources section of the menu, open Employees, then choose Onboarding, Suspended, Relieved, or Terminated.
2. You can also click the matching count card on the main Employees → Active screen.

Each list shows a short note explaining the status, a count, and a table with ID, Employee, Email, Phone, Changed On, Changed By, Reason, and Actions. Changed On, Changed By, and Reason come from the most recent status change. Use the search box and the Back arrow (top-left) to return to the directory.

Moving an employee back to Active

1. Open the status list the employee is in.
2. In the Actions column, click Move to Active.
3. In the Move to Active dialog, optionally type a Reason (optional) for the audit trail, then confirm.
4. The employee returns to the Active list immediately.

Changing an employee's status

Status changes are made from the employee's profile, not from these lists. Open the employee's profile, click Actions, and choose one of:

• Reactivate - restore full access (shown when the employee isn't already active).
• Suspend - disable access temporarily. The Microsoft 365 account is disabled but the license is kept.
• Relieve - for resignations or end of contract. The Microsoft 365 account is deleted after a grace period.
• Terminate - permanent deactivation. The Microsoft 365 account is deleted after a grace period.

In the confirmation dialog you can add an optional Reason (up to 500 characters) that's stored with the change.

Caution

If the employee manages other people, the app warns you that those direct reports will be left without a manager and asks you to confirm before continuing. You also can't change your own status to anything other than active.

Deleting from a status list

In the Actions column you may also see a delete (trash) icon. This moves the employee to the Deleted Employees list; you'll be asked to type the employee's code to confirm. See Deleted employees.

Deleted employees

When an employee is deleted they aren't removed straight away - they go to the Deleted Employees list, where you can restore them or remove them permanently.

1. Employees - Open the Employees group in the menu.
2. Deleted - Then choose Deleted.

Opening the list

1. From the Human Resources section of the menu, open Employees → Deleted.
2. You can also use the View Deleted button that appears on the Employees → Active screen when there are deleted records.

The table shows ID, Employee, Email, Phone, Last Status (the status the employee had before deletion), Deleted On, and Actions. Use the Search deleted employees... box to find someone, and the Back arrow to return to the directory.

Restoring an employee

1. Find the employee in the list.
2. In the Actions column, click Restore.
3. The employee is brought back with the Active status. If they had a Microsoft 365 account that was disabled, it is re-enabled.

Permanently deleting an employee

1. Find the employee in the list.
2. In the Actions column, click the trash icon.
3. In the Permanently Delete Employee dialog, click Permanently Delete.

Caution

Permanent deletion removes the employee from the system and deletes their Microsoft 365 account immediately. This cannot be undone.

Adding an employee

Use the Add Employee form to create a new employee record. The form is split into steps; you move through them in order, and each step is checked before you continue.

1. Employees - Open the Employees group in the menu.

2. Active - Then choose Active.

3. Add New - Open the form to add a new employee.

Steps

1. From the Human Resources section of the menu, open Employees → Active, then click Add New. (You can also use Employee under the quick-create menu.)
2. Basic Info - enter First Name, Last Name, Email, Gender, Phone, Date of Birth, and Address. Alternate Phone is optional. You can also add a profile picture here.
3. Employment - choose Location, then Department, Designation, Shift, and Date of Joining. Reporting To is optional. There's also a checkbox to mark that the employee still needs onboarding.
4. Account & Pay - choose the Role and enter the Gross Salary.
5. Bank Details - enter Bank Name, Branch, Account Holder Name and Account Number, plus whichever identifiers your banks use: Bank Code, IBAN, SWIFT / BIC.
6. Emergency Contact - enter the contact's name, phone number, alternate phone (optional), and relationship.
7. Leave Allocation - set the starting leave count for each leave type. This step appears only if leave types are set up.
8. On the last step, save the form. You're taken back to the Employees → Active list with a confirmation.

The employee code

When you pick a Location, Open Core HR fills in the next Employee Code automatically - your organisation's prefix followed by a number, e.g. EMP-0001. Set the prefix under Settings → Code Prefix. You can change an individual code if you need to; it must be unique.

Microsoft 365 email check

If your organization provisions Microsoft 365 mailboxes automatically, Open Core HR suggests a sign-in email from the employee's first and last name and checks whether it's available. The Email field is filled with this suggested address. If the check can't reach Microsoft, you'll see a note that availability will be confirmed when the mailbox is created.

What happens after you save

The employee is created. If onboarding was selected, they start in the Onboarding status; otherwise they're Active. Their bank details and leave allocations are saved, and - if automatic provisioning is on - a Microsoft 365 mailbox is created for them.

Troubleshooting

• If the email, phone number, or employee code is already used by another record, the form won't save and shows the conflict - change the value and try again.
• You can't move forward until the current step's required fields are filled in correctly.

The employee profile

The Employee Profile screen brings together everything Open Core HR holds about one person. This page is an overview; the sections below link to detailed how-tos.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Opening a profile

From the Human Resources section of the menu, open Employees → Active (or any status list), then click an employee's name. You can also use the eye icon in the Actions column.

The header

At the top you'll see the employee's photo, name, a status badge (Active, Onboarding, Suspended, Relieved, or Terminated), and - if they have a Microsoft 365 mailbox - an M365 marker. Below that are their designation, department, code, email, phone, and location. An Actions menu lets you reactivate, suspend, relieve, terminate, or delete the employee (the options shown depend on the current status and your permissions). If you can edit, clicking the photo lets you change it.

Tabs

• Overview - Work Information (department, designation, shift, location, reporting manager, date of joining), Contact Information (email, phone, alternate phone, date of birth, gender, address), Compensation (gross salary), and HR Locations (extra work locations, if any).
• Personal - Personal Details (parents' names, marital status, spouse, blood group, qualification, personal email, anniversary date, previous and total experience, current and permanent address) and Emergency Contact.
• Leaves - Leave Balance cards for the current year, showing entitled, used, available, carried-forward and additional days, plus any loss-of-pay (LOP) days.
• Documents - the employee's documents, one row per document type, with options to upload, view, and download.
• Bank - Bank Account Details.
• Device - the mobile Registered Device the employee uses, with battery, GPS, Wi-Fi, location, and a Remove Device option.
• Microsoft 365 - shown only when the employee has a mailbox; covers the sign-in email, when it was provisioned, and password management.
• Activity - a timeline of changes made to the employee record.

Editing

Most sections on the Overview, Personal, and Bank tabs have an edit (pencil) button that opens a slide-over panel where you make changes and click Update. Editing options appear only if you have permission.

Editing basic information

You can update an employee's name, contact details, date of birth, gender, and address from the Contact Information card on their profile.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Steps

1. Open the employee's profile (from the Human Resources section of the menu, Employees → Active, then click the person).
2. On the Overview tab, find the Contact Information card and click the edit (pencil) button.
3. In the Edit Contact Information panel, update any of: First Name, Last Name, Email, Phone, Alternate Phone, Date of Birth, Gender (Male, Female, or Other), and Address.
4. Click Update to save, or Cancel to close without saving.

Tips

• Phone numbers must be 10 digits.
• If a value can't be saved (for example an email that's already used), the panel shows the error next to that field.

Editing work information

The Work Information card on an employee's profile holds their department, designation, shift, location, reporting manager, role, and date of joining.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Steps

1. Open the employee's profile (from the Human Resources section of the menu, Employees → Active, then click the person).
2. On the Overview tab, find the Work Information card and click the edit (pencil) button.
3. In the Edit Work Information panel, update any of: Department, Designation, Shift, Location, Reporting To (search for and pick a manager), Role, and Date of Joining.
4. Click Update to save, or Cancel to close without saving.

Tips

• Reporting To is optional - leave it empty if the employee has no manager.
• Changing the Role changes what the employee can access in Open Core HR.

Editing compensation

The Compensation card on an employee's profile holds their gross salary and statutory numbers.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Steps

1. Open the employee's profile (from the Human Resources section of the menu, Employees → Active, then click the person).
2. On the Overview tab, find the Compensation card and click the edit (pencil) button.
3. In the Edit Compensation panel, update the Gross Salary.
4. Click Update to save, or Cancel to close without saving.

Note

The Compensation card is only shown to people with permission to view employee details.

Editing personal information

The Personal Details card on the Personal tab holds family details, identity numbers, qualifications, experience, and addresses.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Steps

1. Open the employee's profile (from the Human Resources section of the menu, Employees → Active, then click the person).
2. Go to the Personal tab, find the Personal Details card, and click the edit (pencil) button.
3. In the Edit Personal Details panel, update any of: Father's Name, Mother's Name, Marital Status (Single, Married, Divorced, or Widowed), Spouse Name, Anniversary Date, Blood Group, Qualification, Personal Email, Current Address, Permanent Address, Previous Experience, and Total Experience.
4. Click Update to save, or Cancel to close without saving.

Note

All fields here are optional - fill in whatever you have.

Editing emergency contacts

The Emergency Contact card on the Personal tab holds the person to reach if something happens to the employee.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Steps

1. Open the employee's profile (from the Human Resources section of the menu, Employees → Active, then click the person).
2. Go to the Personal tab, find the Emergency Contact card, and click the edit (pencil) button.
3. In the Edit Emergency Contact panel, enter the Contact Name, Phone Number, Alternate Phone (optional), and Relation (Parent, Spouse, Sibling, Child, Friend, or Other).
4. Click Update to save, or Cancel to close without saving.

Tips

• Contact Name, Phone Number, and Relation are required. Phone numbers must be 10 digits.

Employee documents

The Documents tab on an employee's profile lists one row per document type (for example ID proof, address proof), so you can see at a glance which documents are on file and add or view them.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Adding or replacing a document

1. Open the employee's profile and go to the Documents tab.
2. Find the document type's row.
3. If nothing is on file yet, click Upload and pick the file. If a document is already there, click the upload icon to replace it.

Bulk uploading documents

1. On the Documents tab, click Bulk Upload.
2. In the Bulk Document Upload panel, for each row pick a Document Type and choose a File. Click Add Another Document to add more rows (up to 10).
3. Click Upload Documents to save them all, or Cancel to close.

Supported file types are PDF, DOC, DOCX, JPG, JPEG, and PNG, up to 10 MB per file.

Viewing and downloading

For a row that has a document:

• Click View, then View in Browser to open it in a new tab, or Open Direct Link to open the stored file directly.
• Click the download icon to download just that document.

Download all

Click Download All at the top of the Documents tab to get a single zip file containing every document on file for the employee, organized by document type. This button appears only when at least one document exists.

Employee bank accounts

The Bank tab on an employee's profile holds the bank account used for their pay.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Steps

1. Open the employee's profile (from the Human Resources section of the menu, Employees → Active, then click the person).
2. Go to the Bank tab. The Bank Account Details card shows the account name, bank name, branch, account number, and the bank identifiers - or a note if nothing is on file yet.
3. Click the edit (pencil) button on the card.
4. In the Edit Bank Account panel, enter the Bank Name, Branch and Account Number - all three are required - then whichever identifiers your banks use: Bank Code (an IFSC in India, a sort code in the UK, a routing number in the US), IBAN, and SWIFT / BIC. Those three are optional.
5. Click Update to save, or Cancel to close without saving.

Tips

• The account holder name is taken from the employee's name automatically.
• The Account Number must be digits only. The identifier fields are stored in upper case and are not checked against any one country's format, so they work wherever you run Open Core HR.

Employee leave balances

The Leaves tab on an employee's profile shows their leave balance for the current year.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Viewing leave balances

1. Open the employee's profile (from the Human Resources section of the menu, Employees → Active, then click the person).
2. Go to the Leaves tab. You'll see a card for each leave type the employee has an allocation for, showing the year and the Entitled, Used, and Available counts. Cards may also show Carried Forward and Additional days, and a LOP marker with the number of loss-of-pay days if any apply.
3. If nothing has been allocated, you'll see "No leave allocations found for this employee."

Setting leave counts

Starting leave counts are set when you first add an employee, on the Leave Allocation step of the Add Employee form. The profile's Leaves tab shows balances only and has no edit control. For ongoing changes to leave balances, use Leave Management → Balance Management from the Human Resources section of the menu.

Employee devices

The Device tab on an employee's profile shows the mobile device they've registered for the Open Core HR app, and lets you remove it.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Viewing the registered device

1. Open the employee's profile (from the Human Resources section of the menu, Employees → Active, then click the person).
2. Go to the Device tab. The Registered Device card shows details such as Device Name, Device Model, OS Version, App Version, Registered On, Device Type, Device ID, Battery Level, GPS Status, WiFi Status, and Location.
3. If the employee hasn't registered a device, you'll see "No device registered for this employee."

Removing a device

1. On the Device tab, click Remove Device.
2. The device is removed.

Caution

After you remove the device, the employee can't use the mobile app until they register a new one.

An employee's change history

Open Core HR keeps a history of changes made to each employee record. You can review it on the Activity tab of the employee's profile - it isn't a separate screen.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Steps

1. Open the employee's profile (from the Human Resources section of the menu, Employees → Active, then click the person).
2. Click the Activity tab. The history loads as a timeline, newest first.
3. Each entry shows what happened (for example a record being created or updated), when it happened, the fields that changed (old value to new value), a Reason if one was given, and who made the change.

Tips

• If nothing has been recorded yet, you'll see "No activity recorded yet."
• When someone changes the employee's status (Suspend, Relieve, Terminate, Reactivate), any reason they typed shows up here as part of that entry.

Importing employees

If you have several people to add at once, you can import them from a spreadsheet instead of filling in the Add Employee form for each one.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Steps

1. From the Human Resources section of the menu, open Employees → Active.
2. Click Download Sample to get the import template. Fill in one row per employee, following the columns in the template.
3. Click Import Employees and choose your filled-in file. Accepted file types are .xlsx, .xls, and .csv.
4. Wait for the import to finish. On success you'll see a confirmation and the new employees appear in the directory.

Troubleshooting

• If some rows have problems, the import is rejected and you'll see the first few errors with their row numbers (for example a duplicate email or a missing required value). Fix those rows in your file and import again.
• The Download Sample and Import Employees buttons appear only if you have permission to create employees.

Exporting employees

You can download the employee list as a spreadsheet to share or work with outside Open Core HR.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Steps

1. From the Human Resources section of the menu, open Employees → Active.
2. Click Export Employees.
3. A spreadsheet file downloads to your computer.

Tips

• The Export Employees button appears only if you have permission to view employees.
• If the export can't be produced, you'll see an error message - try again, and contact support if it keeps failing.

Employee work locations

In addition to an employee's main location, Open Core HR can record extra work locations for them. These appear as the HR Locations card on the Overview tab of the employee's profile.

1. Employees - Open the Employees group in the menu.
2. Active - Then choose Active.

Viewing work locations

1. Open the employee's profile (from the Human Resources section of the menu, Employees → Active, then click the person).
2. On the Overview tab, look for the HR Locations card. It lists each extra location as a tag. The card only appears when the employee has at least one extra location.

Adding or removing a work location

Note

The HR Locations card lists the extra locations but has no add or remove control on this screen. The employee's main location is set on the Work Information card - see Editing work information.

Attendance records

The All Attendance screen lists daily attendance records for your employees, with check-in and check-out times, hours worked, and status flags. Open Attendance → All Attendance from the left menu.

1. Attendance - Open the Attendance group in the menu.
2. All Attendance - Then choose All Attendance.

Steps

1. Open Attendance → All Attendance.
2. Use the filters above the table to narrow the list:
   • Date - show records for one specific day.
   • Employee - pick one person, or leave it on All Users.
3. Use the Search attendance... box to find records by employee name, employee code, shift name, or date.
4. Click the chevron at the start of a row to expand a quick Session Timeline for that day.
5. Click the eye icon in the Actions column to open the full Attendance Details panel.
6. Click the map-pin icon in the Actions column to open that employee's location timeline for the day in a new tab.

What you'll see

The table has these columns:

• Date - the attendance date.
• Employee - name and employee code.
• Shift - the shift assigned for that day, or "N/A" if none.
• Time In/Out - the first check-in time and the last check-out time. A Late badge with the late duration appears next to the check-in if the employee arrived late. Check-out shows "--:--" until the employee checks out.
• Duration - total hours worked that day, with a small progress bar (scaled against an 8-hour day).
• Sessions - how many work sessions were recorded that day (for example, "1 session"). If the employee is still checked in, this shows Active instead.
• Status - quick badges: Late, Early (early departure), and OT with the overtime hours. If none apply, a green check is shown.
• Actions - view details and view timeline buttons (see the Steps above).

For the full per-day breakdown opened from the eye icon, see A day's attendance sessions.

Tips

• Records appear here automatically as employees check in and out from the mobile app - you don't create them on this screen.

Attendance analytics

The Analytics screen turns attendance data into trends, department comparisons, tracking-quality figures, and a list of anomalies. Open Attendance → Analytics from the left menu (you can also reach it from the Analytics button on the All Attendance screen).

1. Attendance - Open the Attendance group in the menu.
2. Analytics - Then choose Analytics.

Steps

1. Open Attendance → Analytics.
2. Choose a Period: Last 7 Days, Last 30 Days, Last 90 Days, or Custom. If you pick Custom, set a Start Date and End Date.
3. Optionally pick a Department, or leave it on All Departments.
4. Click Apply to refresh the figures. Click Clear to reset to the last 30 days and all departments.

What you'll see

• Summary cards - Present, Punctuality (percentage), Avg Hours, and Overtime.
• Attendance Trend - a bar chart of Present versus Late counts per day for the selected period.
• Department Statistics - for each department: employee count, number of records, average working hours, a "late" badge if anyone was late, and a punctuality percentage.
• Working Hours Distribution - a stacked bar chart of Regular Hours and Overtime per day.
• Late Arrivals by Department - a bar for each department showing how many late arrivals it had.
• Anomalies & Alerts - a list of flagged items, each showing the employee name and code, a severity badge (critical, warning, or info), the date, and a short message. If nothing is flagged, it reads "No anomalies detected."

Tips

A day's attendance sessions

Each attendance record can hold several work sessions and breaks for the same day. You can see the session log without leaving the All Attendance screen - it opens as a slide-over panel, not a separate page.

1. Attendance - Open the Attendance group in the menu.
2. All Attendance - Then choose All Attendance.

Steps

1. Open Attendance → All Attendance.
2. Find the row for the employee and date you want.
3. To see a quick session timeline, click the chevron at the start of the row. A Session Timeline strip expands under the row, listing each event (Check In, Check Out, Break Start, Break End) with its time and address, plus the session count.
4. For full details, click the eye icon in the Actions column. The Attendance Details panel slides in from the right with three tabs:
   • Summary - employee, date, shift, working hours, check-in and check-out times, late hours, overtime, and any notes.
   • Sessions - the full list of check-in, check-out, break-start and break-end events, each with its time, address, and notes. A "Session is active (not checked out)" banner appears if the employee is still checked in.
   • Metrics - a time summary of the day: late, early, overtime and working hours.
5. Click Close to dismiss the panel.

What you'll see

• The expanded row shows a compact vertical timeline of events for that day.
• The slide-over panel is read-only - it shows what was recorded; it does not let you edit the sessions.

Adding or correcting an attendance entry

There is currently no screen in the workspace for adding a new attendance record by hand or for editing an existing one. The All Attendance screen (Attendance → All Attendance) is read-only: you can filter records, expand the session timeline, open the Attendance Details panel, and open an employee's location timeline, but there is no create, edit, or delete action on it.

1. Attendance - Open the Attendance group in the menu.
2. All Attendance - Then choose All Attendance.

Attendance records are created automatically when employees check in and out from the mobile app, including any breaks they record.

If a record looks wrong, use the session timeline and details panel to see exactly what was captured.

Note

Note

There is no screen for creating, editing or deleting an attendance record by hand. Corrections go through the routes described above.

All leave requests

The All Leave Requests screen lists employee leave requests so you can filter, review, approve, reject, or cancel them. Open Leave Management → All Leave Requests from the left menu.

1. Leave Management - Open the Leave Management group in the menu.
2. All Leave Requests - Then choose All Leave Requests.

Steps

1. Open Leave Management → All Leave Requests.
2. Use the filters above the table to narrow the list:
   • Employee - pick one person, or leave it on All Employees.
   • Status - Pending, Approved, Rejected, Cancelled, or All Statuses.
   • Leave Type - pick a leave type, or leave it on All Leave Types.
   • From Date / To Date - limit to requests whose leave dates fall in that range.
3. Use the Search leave requests... box to find requests by ID, status, reason text, employee name or code, or leave type name.
4. To act on a row, use the buttons in the Actions column (see below).
5. If you have permission, the Add Request button at the top right lets you create a request for an employee - see Creating leave for an employee.

What you'll see

The table has these columns:

• ID - the request number.
• Employee - name and employee code.
• Leave Type - the leave type used.
• Leave Days - the from date, and the to date if the leave spans more than one day.
• Days - total days, or "0.5" with "(1st Half)" / "(2nd Half)" for a half-day request.
• Reason - the employee's note (hover to see the full text).
• Document - a link icon if a supporting document was attached.
• Status - a badge: Pending, Approved, Rejected, or Cancelled.
• Actions - for Pending requests, approve and reject buttons (if you can approve leave); for Approved requests, a cancel button (if you can cancel leave); and an eye icon to open the request - see A leave request's details.

Tips

• What you can see and do depends on your role. People who can only view their own leaves see just their requests; a team leader sees their team's requests.

A leave request's details

Open a leave request to see its dates, type, reason, the employee's leave balance, the approval timeline, and recent leave history.

1. Leave Management - Open the Leave Management group in the menu.
2. All Leave Requests - Then choose All Leave Requests.

Steps

1. Open Leave Management → All Leave Requests.
2. Click the eye icon in the Actions column of the request you want. The Leave Request # page opens.

What you'll see

• Header - the request number and, on the right, any available action buttons (Approve, Reject, Cancel, Edit) depending on the request status and your permissions.
• Leave info card - the leave type (with its colour dot and code), a status badge, the Date Range, and the Duration (number of days, or "0.5 day" with the half-day type). Below that, when present: the Reason, a "Comp Off" note if comp-off days were used, Emergency Contact name and phone, an "Abroad" note with the location, and a View Document link if a supporting file was attached.
• Timeline card - Request Created with the date, then Approved by, Rejected by, or Cancelled by entries (with date and any notes or reason) as they happen.
• Recent Leave History card - the employee's last few leave requests, each with type, date range, day count, and status.
• Employee card (sidebar) - name, employee code, designation, and department.
• Balance card (sidebar) - for the leave type used: Entitled, Used, Pending, and Available days.

To take action on the request, see Reviewing a leave request.

Tips

• The Edit button (when shown) opens a slide-over to change the dates, half-day setting, reason, supporting document, emergency contact, and abroad details. The leave type itself can't be changed there.

Reviewing a leave request

You can approve or reject a pending leave request, or cancel one that's already approved. Do this either from the Actions column on Leave Management → All Leave Requests or from the request's detail page.

1. Leave Management - Open the Leave Management group in the menu.

2. All Leave Requests - Then choose All Leave Requests.

3. Approve - On a Pending request, click the approve (check) button - or open the detail page and click Approve.

4. Notes - (Optional) Add notes for the employee.

5. Approve - Confirm - the request is approved and the employee is notified.

6. Reject - On a Pending request, click the reject (X) button - or click Reject on the detail page.

7. Reason - Required. Explain why you’re rejecting the request.

8. Reject - Confirm - the request is rejected.

9. Cancel - For an Approved request, click the cancel button to cancel the leave.

Steps

Approve a request

1. Open Leave Management → All Leave Requests (or open the request's detail page).
2. For a Pending request, click the approve (check) button, or click Approve on the detail page.
3. Optionally add Notes (optional) in the dialog.
4. Click Approve.

When approved, the leave days are deducted from the employee's balance, any comp-off days they chose to use are marked as used, and the employee is notified.

Reject a request

1. For a Pending request, click the reject (X) button, or click Reject on the detail page.
2. Enter a Reason - this field is required.
3. Click Reject.

The employee is notified, and any comp-off days they had reserved are released.

Cancel an approved request

1. For an Approved request, click the cancel button, or click Cancel on the detail page.
2. Optionally add Notes (optional) in the dialog.
3. Click Cancel Leave.

The leave balance is restored, any comp-off days are released, and the employee is notified.

Tips

• Only Pending requests can be approved or rejected; only Approved requests can be cancelled.
• An approved leave that has already started or passed can't be cancelled.
• The approve, reject, and cancel buttons only appear if your role allows those actions.

Creating leave for an employee

If your role allows it, you can submit a leave request on behalf of an employee. Open Leave Management → All Leave Requests and click Add Request at the top right.

1. Leave Management - Open the Leave Management group in the menu.

2. All Leave Requests - Then choose All Leave Requests.

3. Add Request - Click Add Request at the top right.

4. Employee - Pick the employee the leave is for.

5. Leave Type - Pick the leave type.

6. From Date - Start date of the leave.

7. To Date - End date. The working days are calculated automatically.

8. Half Day Leave - Turn on for a half day, then choose First Half or Second Half.

9. Reason - Required. Why the leave is needed.

10. Supporting Document - (Optional) PDF / JPG / PNG.

11. Travelling Abroad - (Optional) Turn on and enter the location if the employee is travelling abroad.

12. Emergency Contact - (Optional) Name of someone to reach during the leave.

13. Create Leave Request - Save - the request appears in the leave list under the employee’s name.

Steps

1. Open Leave Management → All Leave Requests and click Add Request.
2. Pick the Employee.
3. Pick the Leave Type.
4. Set the From Date and To Date. The screen shows the calculated number of working days (weekends and holidays excluded) once both dates are set.
5. If it's a half day, turn on Half Day Leave and choose First Half or Second Half.
6. Enter a Reason - this is required.
7. Optionally attach a Supporting Document (PDF, JPG, or PNG).
8. If the employee will be travelling abroad, turn on Travelling Abroad and enter the location.
9. Optionally fill in Emergency Contact and Emergency Phone.
10. Click Create Leave Request.

Tips

• The Add Request button only appears if your role can create leave for other people.
• After it's created, the request shows up in the All Leave Requests list and follows the normal approval flow - see Reviewing a leave request.

Leave types

Leave types are the categories employees pick when they apply for leave - for example casual leave, sick leave, or earned leave. Open Leave Management → Leave Types from the left menu.

1. Leave Management - Open the Leave Management group in the menu.
2. Leave Types - Then choose Leave Types.

Steps

1. Open Leave Management → Leave Types.
2. Use the Search leave types... box to find a type by ID, name, code, or notes.
3. Click the eye icon on a row to view that type's full settings in a pop-up.
4. Click the pencil icon to edit a type, or the trash icon to delete it (both appear only if your role allows it).
5. Click Add New at the top right to create a new type - see Creating or editing a leave type.

What you'll see

The table has these columns:

• ID - the leave type number.
• Name - the leave type's name.
• Code - its short code (for example "CL", "SL", "EL").
• Notes - any notes saved on it, or "-" if none.
• Proof Required - Required or Not Required, showing whether a supporting document is needed when this type is used.
• Status - Active or Inactive. Only active types are offered when applying for leave.
• Actions - view, edit, and delete buttons (see the Steps above).

Tips

• A leave type that's already used by existing leave requests can't be deleted - make it Inactive instead.

Creating or editing a leave type

You create and edit leave types from a slide-over panel on the Leave Types screen. Open Leave Management → Leave Types and click Add New, or click the pencil icon on an existing type.

1. Leave Management - Open the Leave Management group in the menu.

2. Leave Types - Then choose Leave Types.

3. Add New - Click Add New to create a leave type, or the pencil on a row to edit.

4. Name - Required. The leave type name (e.g. Casual Leave).

5. Code - Required. Short code shown in tables (e.g. CL, SL, EL).

6. Notes - (Optional) Description or remarks.

7. Create - Save the leave type - it appears in the list.

Steps

1. Open Leave Management → Leave Types.
2. Click Add New to create one, or the pencil icon on a row to edit one. The Add Leave Type / Edit Leave Type panel slides in from the right.
3. Fill in the fields:
   • Name (required) - the leave type's name.
   • Code (required) - a short code such as "CL", "SL", or "EL".
   • Notes - optional notes.
   • Proof Required - turn on if a supporting document must be attached when this type is used.
   • Compensatory Off Type - turn on if this type represents compensatory off.
   • Deductible - turn on if using this type should reduce the employee's leave balance.
   • Auto Deduct From - optionally enter another leave type's code to draw from automatically.
   • Monthly Limit - the most days of this type allowed per month; leave blank for no limit.
   • Yearly Limit - the most days of this type allowed per year; leave blank for no limit.
   • Requires Advance Notice - turn on if employees must give notice before taking this leave. When on, set Advance Notice Days.
   • Status - on for Active, off for Inactive.
4. Click Create (or Update when editing).

Tips

• The annual entitlement each employee actually gets is set on the Leave balance management screen, not here - this screen only defines the leave type and its limits.
• Codes need to be unique; if you enter one that's already in use you'll be asked to change it.

Note

Note

There is no separate "annual allotment", "paid" or "carry-forward" field on this form. Yearly entitlement is handled through Balance Management rather than on the leave type itself.

Leave balance management

The Balance Management screen shows every employee's current leave balance for each leave type, and is the starting point for setting, adjusting, importing, and reporting on balances. Open Leave Management → Balance Management from the left menu.

1. Leave Management - Open the Leave Management group in the menu.
2. Balance Management - Then choose Balance Management.

Steps

1. Open Leave Management → Balance Management.
2. Use the Search employees... box to find someone by name or employee code.
3. Click the eye icon on a row to open that employee's balance detail page.
4. If your role can manage balances, use the Actions menu at the top right for Download Sample Template, Import Balances, Bulk Set Initial Balance, and View Summary Report - see Bulk importing leave balances and Setting and adjusting leave balances.

What you'll see

The list

Each row is one employee, with columns: Emp Code, Employee, Designation, then one column per leave type showing the current available days for that type (green when above zero), and an Actions column with the eye icon.

An employee's balance page

Opening a row shows:

• Summary cards - Total Entitled, Used, Available, and LOP Days (loss-of-pay days) for the year.
• Leave balance cards - one card per leave type with a used/total progress bar and a breakdown of Entitled, Carried Forward, Additional, and Available, plus a LOP note if any. Each card has a Set Initial or Adjust button depending on whether a balance has been set yet and your permissions.
• Detailed Breakdown table - the same numbers in a table: Leave Type, Entitled, Carried Forward, Additional, Total, Used, Available, LOP, and an Actions column.
• Recent Adjustments - a log of recent manual changes, each showing the leave type, whether days were added or deducted, the reason, who made the change, the before/after balance, and the date.

Summary report

The View Summary Report option opens an organization-wide overview: Total Entitled, Total Used, Total Available, and Total Pending cards; one card per leave type with a used/total bar and Entitled / Used / Available / Pending figures; and a Summary by Leave Type table that also shows a usage-rate badge for each type.

Tips

• "LOP" stands for loss of pay - days an employee took beyond their available balance.

Setting and adjusting leave balances

There are two ways to change one employee's leave balance: set the initial entitlement for a leave type that doesn't have one yet, or make an adjustment (add or deduct days) on a leave type that already has a balance. Both are done from the employee's balance page.

1. Leave Management - Open the Leave Management group in the menu.

2. Balance Management - Then choose Balance Management.

3. View - Click the eye icon next to the employee to open their balance.

4. Set Initial - Find a leave type that has no balance yet and click Set Initial.

5. Entitled Leaves - Days the employee should start the year with. Steps of 0.5 are allowed.

6. Set Balance - Save the starting balance.

7. Adjust - On a leave type that already has a balance, click Adjust.

8. Adjustment Type - Add or Deduct.

9. Days - Number of days. Steps of 0.5 are allowed.

10. Reason - Required. Why the adjustment is being made.

11. Apply Adjustment - Save - the new balance shows in the leave-type card.

Steps

Set the initial balance for a leave type

1. Open Leave Management → Balance Management and click the eye icon next to the employee.
2. Find the leave type card (or table row) that shows no balance yet and click Set Initial. A Set Initial Balance panel slides in.
3. The Leave Type is shown (read-only).
4. Enter the Entitled Leaves - the number of days the employee should start the year with (steps of 0.5 are allowed).
5. Click Set Balance.

Adjust an existing balance

1. On the same employee's balance page, find a leave type that already has a balance and click Adjust. An Adjust Balance panel slides in.
2. The Leave Type is shown (read-only).
3. Choose the Adjustment Type - Add or Deduct.
4. Enter the number of Days (steps of 0.5 are allowed).
5. Enter a Reason - this is required.
6. Click Apply Adjustment.

The change is recorded in the Recent Adjustments log on the page, showing the before/after balance, the reason, and who made it.

Tips

• Set Initial appears only before a leave type has any balance for that year; after that, use Adjust.
• To set a starting balance for many employees at once, use Bulk Set Initial Balance or an import instead - see Bulk importing leave balances.
• The Set Initial and Adjust buttons appear only if your role has the matching permission.

Bulk importing leave balances

Instead of setting each employee's leave balance one at a time, you can set the same balance for everyone in one step, or upload a spreadsheet with per-employee figures. These options live in the Actions menu on the Balance Management screen and need a role that can manage leave balances.

1. Leave Management - Open the Leave Management group in the menu.

2. Balance Management - Then choose Balance Management.

3. Actions - Click Actions at the top right.

4. Download Sample Template - Downloads a spreadsheet you can fill in with employee balances.

5. Import Balances - Pick the filled file (.xlsx, .xls, or .csv) - balances are imported for the current year.

6. Bulk Set Initial Balance - Opens a panel to set the same initial entitlement for many employees at once.

7. Year - The year the balance applies to.

8. Leave Type - Pick the leave type.

9. Entitled Days - Days each employee should get. Steps of 0.5 are allowed.

10. Set Balance - Apply the balance to all selected employees.

Steps

Download the template

1. Open Leave Management → Balance Management.
2. Open the Actions menu at the top right and choose Download Sample Template. A spreadsheet downloads that you can fill in with employee balances.

Import balances from a spreadsheet

1. Fill in the downloaded template.
2. Open the Actions menu and choose Import Balances.
3. Pick your file (.xlsx, .xls, or .csv). The balances are imported for the current year and a summary message tells you the result.

Set the same initial balance for many employees

1. Open the Actions menu and choose Bulk Set Initial Balance. A panel slides in.
2. Set the Year.
3. Pick the Leave Type.
4. Enter the Entitled Days to give each employee (steps of 0.5 are allowed).
5. Leave Apply to All Employees on to set it for every active employee, or turn it off and add specific employees with the search box.
6. Click Set Balance.

Tips

• Imports apply to the current year. To set balances for a different year, use Bulk Set Initial Balance and pick the year there.
• These options appear only if your role can manage leave balances.

Note

Compensatory offs (admin)

A compensatory off ("comp off") is time off an employee earns by working extra. The Compensatory Offs screen lets you review those requests, approve or reject them, and see who has comp-off days available. Open Leave Management → Compensatory Offs from the left menu.

1. Leave Management - Open the Leave Management group in the menu.
2. Compensatory Offs - Then choose Compensatory Offs.

Steps

1. Open Leave Management → Compensatory Offs.
2. Use the filters above the table to narrow the list:
   • Status - Pending, Approved, Rejected, or All Statuses.
   • Employee - pick one person, or leave it on All Employees.
   • Usage Status - Available, Used, Expired, or All Usage.
   • From Date / To Date - limit by the date the extra work was done.
3. Use the Search compensatory offs... box to find requests.
4. To act on a Pending request, click the approve (check) or reject (X) button in the Actions column, or open the request first with the eye icon.
5. To approve: optionally add Notes (optional), then click Approve.
6. To reject: enter a Reason (required), then click Reject.
7. The trash icon deletes a request (with a confirmation).

What you'll see

• Statistics cards at the top: Total Earned, Available, Used, Expired, and Pending.
• A Comp-Off Earned Per Month (Last 12 Months) bar chart.
• The table, with columns: ID, Employee, Worked Date, Hours, Days, Expiry Date, Status (Pending / Approved / Rejected), Usage (Available / Used / Expired, or "-"), and Actions.

Opening one request

The eye icon opens Compensatory Off # with: a Request Details card (status and usage badges, Worked Date, Hours Worked, Comp Off Days, Expiry Date, Reason, and a "used on" note if it's already been used for a leave request); a Timeline card (created, approved/rejected); and an Employee card. Approve, Reject, Edit, and Delete buttons appear at the top depending on status and your permissions.

Creating or editing a comp-off request

The Request Compensatory Off form (and the edit form) capture the Worked Date, Hours Worked, an auto-calculated Comp Off Days (every 4 hours = 0.5 day), and a Reason. These are normally used by employees from self-service; admins with the right permission can also edit a pending request from its detail page.

Tips

• Only Pending comp-off requests can be approved or rejected.
• An approved comp-off has an expiry date; once it's past, its usage status shows Expired.

Employee leave calendar

The Employee Leave Calendar shows who is off on which days, in a month grid, so you can spot clashes before approving leave. It opens at /leaves/team - reach it from the leave area of the workspace.

1. Leave Management - Open the Leave Management group in the menu.
2. All Leave Requests - Then choose All Leave Requests.

Steps

1. Open the Employee Leave Calendar.
2. Use the filters to focus the view:
   • Status - Approved, Pending, or All Statuses.
   • Leave Type - pick a type, or leave it on All Leave Types.
   • The employee picker - pick one employee, or leave it on All Members.
3. Use the ‹ and › arrows above the grid to move between months, or click Today to jump back to the current month.
4. Click an employee's name inside a day cell to open a Leave Details pop-up for that request.

What you'll see

• Stats cards at the top: Employees, On Leave Today, Pending Requests, and Total This Month.
• A Leaves in [month] row of badges showing how many leaves of each type fall in the displayed month, each with the leave type's colour dot.
• An On Leave Today panel (when anyone is) listing each person off today with their leave type, the date range, and the day count.
• A Leave Statistics card with This Month, Employee Count, and Avg. Leave/Person.
• The month grid: each day cell shows the people on leave that day as small avatars with the leave type's colour dot. If more than three people are off, it shows "+N more". Hovering a day shows a tooltip listing everyone off with a status badge.
• The Leave Details pop-up (opened from a name) shows the employee name, leave type, duration with day count, status, and reason.

Tips

• Half-day leaves are marked with "1st Half" or "2nd Half" next to the leave type in the On Leave Today panel.
• The employees shown depend on your role and reporting relationships.

Approval inbox

The approval inbox is your single queue for everything waiting on your decision - leave requests, expense claims, loans, warnings, promotions, separations, and other requests the system has routed to you. It only shows the items that are currently your turn to act on.

1. Approvals - Open the Approvals group in the menu.
2. Inbox - Then choose Inbox.

Steps

1. Open Approvals → Inbox from the left menu.
2. The page is titled Pending Approvals and lists the requests awaiting your action.
3. Use the Search approvals... box to narrow the list, and the column headers to sort.
4. Open a request with the view (eye) button in the Actions column, then approve or reject it - see Approving and rejecting a request.

What you'll see

Each row is one pending step of a request:

• Workflow - the approval flow the request is going through (for example, "Leave Approval").
• Step - the name of the step that's yours to act on. If the flow has more than one level, a small badge shows the progress, like "1/2", so you know another level may follow.
• Subject - a short summary of the request, when one is available.
• Requested By - the employee who raised the request.
• Request Type - what kind of request it is (Leave Request, Expense Request, Loan, Warning, Promotion, Separation, and so on).
• Assigned To - the approver line-up. Each level (L1, L2, …) is listed with the person assigned; the level that's currently active is highlighted and marked "This row". Levels that have already approved, rejected, or been skipped appear dimmed.
• Request Date - when the request was submitted.
• Actions - buttons to view the request, approve it, or reject it.

Finding a request

The Search approvals... box above the table filters by requester name or code, workflow name, step name, or request type. You can also sort by the Workflow and Request Date columns.

Tips

• A request only appears once it reaches your level. Earlier levels finish first, then the request shows up in your inbox.
• After you approve a multi-level request, the next level's reviewer sees it in their inbox. If you also happen to be the next approver, the row reappears for you when the list refreshes.
• The view (eye) button is only shown for request types that have a detail page in Open Core HR. For other types, decide from the information shown in the row.

Approving and rejecting a request

From the approval inbox you can approve a request so it moves to the next level (or completes), or reject it so it goes back to the requester. Both actions let you add notes.

1. Approvals - Open the Approvals group in the menu.
2. Inbox - Then choose Inbox.

Steps

1. Open Approvals → Inbox from the left menu.
2. Find the request you want to act on. To review the full details first, click the view (eye) button in the Actions column.
3. To approve it, click the green check button in the Actions column.
   • In the Approve Request dialog, optionally type your Remarks.
   • Click Approve.
4. To reject it, click the red cross button in the Actions column.
   • In the Reject Request dialog, type a Notes value - this is required; you must give a reason.
   • Click Reject.

What you'll see

• When you approve a step in a multi-level flow, a message confirms the approval and tells you which step comes next.
• When you reject a request, it leaves your inbox and the requester is informed of the outcome.
• Either way, the list refreshes and the row disappears once it's no longer yours to act on.

Troubleshooting

• The reject button does nothing. A reason is mandatory - enter text in the Notes field, then click Reject.
• You see an error that the request is already finalised. Someone else, or another level, has already completed it. The list refreshes and the stale row clears.

Reassigning an approval

Sometimes an approval needs to move to a different person - for example, when the configured approver role has nobody assigned to it and the request is stuck.

1. Approvals - Open the Approvals group in the menu.
2. Inbox - Then choose Inbox.

What you can do today

The Approvals → Inbox screen does not have a button to hand an approval to a specific person. What it does instead, for HR admins and admins, is surface the stuck requests so they can be acted on:

1. Open Approvals → Inbox from the left menu.
2. If a request's approval level couldn't be matched to anyone (for example, the workflow points to a role that no one currently holds), it still appears in the inbox for HR admins and admins.
3. From there you can approve or reject it directly - see Approving and rejecting a request - so the request doesn't stall.

To change who normally approves a given type of request, edit the relevant flow on the Approvals → Workflows page - see Approval workflows.

Note

The Approvals inbox offers view, approve and reject. There is no per-row reassign control on this screen, even though a "reassign approvals" permission exists.

Approval workflows

A workflow decides who reviews a particular kind of request and in what order. There's one workflow per request type - leave, expenses, loans, warnings, promotions, separations, and so on - and each workflow is a list of approval levels. On this page you adjust the levels of an existing workflow.

1. Approvals - Open the Approvals group in the menu.
2. Workflows - Then choose Workflows.

Opening the page

Open Approvals → Workflows from the left menu. The page is titled Approval Workflows.

Workflows are grouped by area (for example, Leave, Expenses, Loans, Disciplinary, Lifecycle). Each workflow shows as a card with:

• Its name and a short code.
• An Active or Inactive badge.
• A badge with the number of steps.
• A compact pipeline of step names so you can scan the flow at a glance.

Click the chevron on a card to expand it and see each level in full, with the level number, the step name, and the approver type.

Editing a workflow's steps

You need the workflow management permission for this. If you don't, the edit button isn't shown.

1. On the Approval Workflows page, find the workflow you want to change.
2. Click the pencil (edit) button on its card. The Edit Workflow panel slides in from the right.
3. Update the details as needed:
   • Name - the display name of the workflow.
   • Code - fixed once the workflow exists; it can't be changed here.
   • Description - optional explanatory text.
   • Active - turn the workflow on or off. While it's off, requests of that type can't be submitted through it.
4. Adjust the Approval Levels:
   • Each level has a Step Name (for example, "HR Manager Approval") and an Approver Type. The approver type currently offered is Role, with a Role picker to choose which role approves at that level.
   • Use the up and down arrows on a level to reorder it.
   • Use Add Level to add another level, or the delete (trash) button to remove one. A workflow must keep at least one level.
5. Click Update to save.

What you'll see

• The card refreshes with the new step pipeline and step count.
• Requests submitted from now on follow the updated levels. In-progress requests continue on the flow they started.

Tips

• There's no "Add Workflow" button - the set of workflows matches the request types Open Core HR supports, so you edit the steps of the existing ones rather than creating new flows.
• A workflow that's set to Inactive blocks new submissions of that request type. If issuing a warning or submitting a request is being refused, check that the matching workflow is active.

Note

The workflow editor offers Role as the approver type. Other approver types exist in the system but are not selectable on this screen.

Warnings

The Warnings screen lists every disciplinary warning in the system. From here you can filter and search the list, open a warning's details, work on drafts, and start the process of issuing a new warning.

1. Disciplinary Actions - Open the Disciplinary Actions group in the menu.
2. Warnings - Then choose Warnings.

Steps

1. Open Disciplinary Actions → Warnings from the left menu. The page is titled Warnings.
2. Use the toolbar above the table to narrow the list (see below).
3. Click the view (eye) button on a row to open a warning's details.
4. To raise a new one, click Issue Warning - see Issuing a warning.

Filtering and searching

The toolbar above the table has:

• An All Employees picker to show warnings for one employee.
• An All Types dropdown to filter by warning type.
• An All Statuses dropdown with: Issued, Acknowledged, Appealed, Appeal Approved, Appeal Rejected, Withdrawn, Expired.
• A Search warnings... box that matches the warning number, the reason text, the employee's name or code, and the warning type name.

You can also sort by the Warning No., Issue Date, and Status columns.

What you'll see

Each row shows:

• Employee - who the warning was issued to.
• Warning No. - the warning's reference number.
• Type - the warning type.
• Severity - Low, Medium, High, or Critical, shown as a coloured badge (inherited from the warning type).
• Issue Date - when it was issued.
• Expires - the expiry date, if one was set.
• Status - the current status badge (Draft, Pending Approval, Issued, Acknowledged, Appealed, Appeal Approved, Appeal Rejected, Withdrawn, or Expired).
• Actions - the view (eye) button on every row. For warnings still in Draft status, and if you have the edit permission, you'll also see an edit (pencil) button and a submit (send) button to push the draft into the approval workflow.

Tips

• A warning isn't issued until it has gone through its approval workflow. New warnings start as a draft, then get submitted for approval - see Issuing a warning.
• Use the status filter to see what's awaiting approval (filter on Issued) versus what employees have already acknowledged (Acknowledged).

Issuing a warning

Use this to record a disciplinary warning for an employee. A warning is first created as a draft, then submitted for approval - once the approval workflow finishes, it's officially issued and the employee is notified.

1. Disciplinary Actions - Open the Disciplinary Actions group in the menu.

2. Warnings - Then choose Warnings.

3. Issue Warning - Click Issue Warning at the top right.

4. Employee - The person the warning is for. Required.

5. Warning Type - Pick from the configured types. The severity is shown next to its name. Required.

6. Issue Date - The date of the warning. Required.

7. Reason - The reason for the warning. Required.

8. Expiry Date - (Optional) Date after which the warning lapses.

9. Incident Details - (Optional) Describe what happened in more detail.

10. Save as Draft - Saves the warning as a Draft - not yet issued.

11. Submit for Approval - On a Draft row, click the submit (send) button to run it through the approval workflow.

12. Edit Draft - Or click the edit (pencil) on a Draft row to open the Edit Draft Warning panel.

13. Submit for Approval - Send the draft into the approval workflow now.

Steps

1. Open Disciplinary Actions → Warnings from the left menu. (You can also use Issue Warning from the quick-create menu.)
2. Click Issue Warning. The Issue Warning panel slides in from the right.
3. Fill in the form:
   • Employee - the person the warning is for. Required.
   • Warning Type - pick from the configured types; the type's severity is shown next to its name. Required.
   • Issue Date - the date of the warning. Required.
   • Expiry Date - optional date after which the warning lapses.
   • Reason - the reason for the warning. Required.
   • Incident Details - optional space to describe what happened in more detail.
4. Click Save as Draft. The warning is saved with Draft status; it isn't issued yet.
5. To put it forward for approval, find the draft in the warnings list and click the submit (send) button on its row - or open the draft for editing and click Submit for Approval. This runs it through the configured approval workflow.

What you'll see

• After saving, you're returned to the Warnings list with the new draft showing.
• A panel note reminds you that issuing the warning runs it through the configured approval workflow, and that saving as a draft holds it until you're ready.
• Once submitted, the status moves through approval; when the workflow approves it, the warning becomes Issued and the employee is notified.

Editing a draft

1. On the Warnings list, find a row with Draft status and click the edit (pencil) button.
2. Update the fields in the Edit Draft Warning panel.
3. Click Save as Draft to keep editing later, or Submit for Approval to send it into the workflow now.

Troubleshooting

• Submitting for approval is refused. The approval workflow for warnings may be turned off. An admin can check it on Approvals → Workflows - see Approval workflows.
• You don't see the Issue Warning button. You need the permission to issue warnings.

Issuing warnings to several employees at once

There may be times when the same warning needs to go to a group of employees - for example, after a shared policy breach.

1. Disciplinary Actions - Open the Disciplinary Actions group in the menu.
2. Warnings - Then choose Warnings.

What you can do today

The Disciplinary Actions → Warnings screen does not currently have a bulk-issue option. The Issue Warning form handles one employee at a time. To warn several people, repeat the steps in Issuing a warning for each employee.

Note

The Warnings screen offers the single-employee Issue Warning form only. There is no multi-select or bulk-issue control, even though the back end supports issuing in bulk.

A warning's details

The warning detail page shows the full record of a single warning - what it was for, who issued it, whether the employee has acknowledged it, and any appeals that have been raised against it.

1. Disciplinary Actions - Open the Disciplinary Actions group in the menu.
2. Warnings - Then choose Warnings.

Steps

1. Open Disciplinary Actions → Warnings from the left menu.
2. Click the view (eye) button on the warning you want to open.
3. Use the back arrow at the top to return to the warnings list.

What you'll see

The page header shows the warning number and its current status badge.

Warning Summary

• Type - the warning type, with its severity badge.
• Issue Date - when it was issued.
• Expires - the expiry date, if one was set.
• Issued By - who issued it.
• Reason - the reason recorded.
• Incident Details - the longer description, if one was entered.
• Acknowledged - if the employee has acknowledged the warning, this block shows who acknowledged it and when, along with any comments the employee added.

Appeal History

• If no appeal has been filed, this section says so.
• Otherwise it lists each appeal with its number, status badge, submission date, the appeal reason, and - once decided - the resolution notes, the outcome, and who reviewed it and when.

Employee - the employee's name and code.

Letter - a Download Warning Letter button to download the warning letter document.

Tips

• Use the Appeal History section to track whether an appeal is still pending or has been resolved. To act on appeals, go to Appeals.

Warning types

Warning types are the categories you choose from when issuing a warning - for example, "Verbal Warning" or "Written Warning". Each type sets a severity, how long an employee has to appeal, and whether the employee must acknowledge the warning.

1. Disciplinary Actions - Open the Disciplinary Actions group in the menu.

2. Warning Types - Then choose Warning Types.

3. New Type - Click New Type at the top right.

4. Name - Required. The warning type name (e.g. Verbal Warning).

5. Severity - Pick the severity level.

6. Description - (Optional) What this warning type is for.

7. Create - Save the warning type.

8. Edit - Click the edit (pencil) button to open Edit Warning Type.

9. Delete - Click the delete (trash) button on the row.

10. Delete - Confirm in the Delete Warning Type? dialog.

Opening the page

Open Disciplinary Actions → Warning Types from the left menu. The page is titled Warning Types.

The table shows:

• Name - the type's name.
• Severity - Low, Medium, High, or Critical, shown as a coloured badge.
• Appeal Deadline (days) - how many days the employee has to appeal a warning of this type.
• Requires Ack. - Yes or No, whether the employee must acknowledge the warning.
• Status - Active or Inactive.
• Actions - edit and delete buttons (shown if you have the permission to manage warning types).

You can search with the Search warning types... box, and sort by Name, Severity, and Appeal Deadline (days).

Adding a warning type

1. On the Warning Types page, click New Type. The New Warning Type panel slides in from the right.
2. Fill in the form:
   • Name - required (for example, "Verbal Warning").
   • Description - optional.
   • Severity - Low, Medium, High, or Critical. Required.
   • Appeal Deadline (days) - the appeal window in days (0-365).
   • Requires employee acknowledgment - tick this if employees must acknowledge warnings of this type.
   • Active - tick to make the type available when issuing warnings.
3. Click Create.

Editing a warning type

1. Click the edit (pencil) button on the row.
2. Update the fields in the Edit Warning Type panel.
3. Click Update.

Deleting a warning type

1. Click the delete (trash) button on the row.
2. Confirm in the Delete Warning Type? dialog by clicking Delete.

A type that's already used by existing warnings can't be deleted. If you no longer want it offered, set it to Inactive instead.

Tips

• The severity you set on the type is the severity that appears on every warning of that type.
• Only Active types appear in the warning type picker when issuing a warning.

Appeals

When an employee disagrees with a warning, they can appeal it. The Appeals screen lists every appeal so you can review the employee's case and decide the outcome.

1. Disciplinary Actions - Open the Disciplinary Actions group in the menu.
2. Appeals - Then choose Appeals.

Steps

1. Open Disciplinary Actions → Appeals from the left menu. The page is titled Warning Appeals.
2. Use the status filter and search box to find an appeal.
3. Click the view (eye) button to see the appeal's details, or Review to decide it - see Reviewing an appeal.

Filtering and searching

• An All Statuses dropdown with: Pending, Under Review, Approved, Rejected, Withdrawn.
• A Search appeals... box that matches the appeal reason, the employee's name or code, the warning number, and the warning type name.

You can sort by Appeal No., Submitted, and Status.

What you'll see

Each row shows:

• Employee - the employee who filed the appeal.
• Appeal No. - the appeal's reference number.
• Warning No. - the warning being appealed.
• Warning Type - the type of that warning.
• Submitted - when the appeal was filed.
• Status - Pending, Under Review, Approved, Rejected, or Withdrawn.
• Actions - the view (eye) button on every row, plus a Review button on appeals that are Pending or Under Review (shown if you have the permission to review appeals).

Tips

• Appeals you can still act on are in Pending or Under Review status. Once an appeal is Approved or Rejected, the view button shows the recorded resolution but you can't change it.
• Filter on Pending to see appeals that haven't been looked at yet.

Reviewing an appeal

When an employee appeals a warning, you review their case and record a decision - approve the appeal (and choose what happens to the warning) or reject it. Your decision updates the warning's status and notifies the employee.

1. Disciplinary Actions - Open the Disciplinary Actions group in the menu.

2. Appeals - Then choose Appeals.

3. Review - On a row that is Pending or Under Review, click Review (or the view (eye) button). The Review Appeal panel opens.

4. Review panel - The panel shows the Appeal Reason, the Employee Statement, and any Supporting Documents attached.

5. Decision - Approve Appeal (uphold the employee’s appeal) or Reject Appeal (the warning stands).

6. Outcome - Upheld, Reduced (then pick a lower-severity New Warning Type), or Dismissed.

7. Resolution Notes - Required. Explain your decision.

8. Submit Review - Save the review - the appeal status changes, the warning updates accordingly, and the employee is notified.

Steps

1. Open Disciplinary Actions → Appeals from the left menu.
2. Find an appeal that's Pending or Under Review and click Review (or the view (eye) button). The Review Appeal panel slides in from the right.
3. Read the employee's case - the panel shows the Appeal Reason, the Employee Statement if one was given, and any Supporting Documents they attached.
4. Choose a Decision:
   • Approve Appeal - you're upholding the employee's appeal.
   • Reject Appeal - the warning stands.
5. If you chose Approve Appeal, pick an Outcome:
   • Upheld - the appeal is upheld.
   • Reduced - the warning is reduced. Choosing this reveals a New Warning Type picker; select the lower-severity warning type to move the warning to. This is required.
   • Dismissed - the warning is dismissed.
6. Enter Resolution Notes explaining your decision. This is required.
7. Click Submit Review.

What you'll see

• The appeal's status changes to Approved or Rejected, with the outcome and your notes recorded against it.
• The warning's status updates accordingly - Appeal Approved or Appeal Rejected - and if you chose the Reduced outcome, the warning is switched to the new warning type you picked.
• The employee is notified of the resolution.
• The recorded resolution then shows on the appeal's details (via the view button) and in the warning's Appeal History - see A warning's details.

Troubleshooting

• There's no Review button on the appeal. You can only review appeals that are Pending or Under Review, and you need the permission to review appeals.
• Submit Review won't go through. Resolution notes are mandatory, and if the outcome is Reduced you must also pick a new warning type.

Note

The Appeals screen goes straight from the list to the Review panel. There is no step for assigning an appeal to a specific reviewer before deciding it.

HR policies

The All Policies page lists every HR policy in your organization, with its category, status, version and acknowledgment progress. Open it from HR Policies > All Policies in the left menu.

1. HR Policies - Open the HR Policies group in the menu.
2. All Policies - Then choose All Policies.

Steps

1. In the left menu, choose HR Policies > All Policies.
2. Use the Search policies... box to find a policy by title or description.
3. Use the All Categories dropdown to show only policies in one category, and the All Statuses dropdown to show only one status.
4. Click the Title, Category, Status, Effective Date or Version column headers to sort.
5. Use the icons in the Actions column to view, edit or delete a policy.
6. To create a new policy, click Add Policy. See Creating and versioning a policy.

What you'll see

The table has these columns:

• Title - the policy name.
• Category - a coloured badge for the policy's category.
• Status - a coloured badge:
  • Draft - being written; not yet submitted for approval.
  • Pending Approval - submitted and waiting for a super admin to approve.
  • Active - approved and published.
  • Rejected - turned down during approval; needs revising and resubmitting.
  • Inactive - not currently in force.
  • Archived - retired.
• Effective Date - the date the policy takes effect.
• Version - the policy's version number (for example 1.0, 2.0).
• Mandatory - a tick when the policy is marked mandatory.
• Ack - acknowledgment progress, shown as acknowledged out of total assigned.
• Actions - view the policy details; edit it; or delete it.

Tips

• Each policy goes through an approval step before it is published. See Creating and versioning a policy.
• To set up the categories that appear in the Category dropdown, see Policy categories.
• To track who has read each policy, see Policy acknowledgments.

Creating and versioning a policy

You write a policy as a draft, submit it for approval, and once a super admin approves it, it is published. When a published policy needs changes, you create a new version rather than editing the live one.

1. HR Policies - Open the HR Policies group in the menu.

2. All Policies - Then choose All Policies.

3. Add Policy - Click Add Policy at the top right.

4. Title - Required. The policy name.

5. Category - Required. See HR Policies → Categories.

6. Content - Required. Write the policy body in the editor.

7. Description - (Optional) A short summary.

8. Effective Date - (Optional) When the policy takes effect.

9. Is Mandatory - Turn on if employees must accept this policy.

10. Requires Acknowledgment - On by default - assigned employees must confirm they’ve read it.

11. Save as Draft - Creates the policy with status Draft and takes you to its edit page.

12. Submit for Approval - Review the content, then click Submit for Approval. The status becomes Pending Approval until a super admin reviews it.

13. Create New Version - On an Active policy, click Create New Version. A new draft is created with the next major version (for example 2.0), linked to this one as its parent.

Creating a policy

1. In the left menu, choose HR Policies > All Policies.
2. Click Add Policy.
3. Fill in the form:
   • Title - the policy name (required).
   • Description - a short summary (optional).
   • Category - the policy category (required). See Policy categories.
   • Version - fixed at 1.0 for a new policy; you can't change it here.
   • Effective Date, Review Date, Expiry Date - optional dates.
   • Content - the body of the policy, written in the rich-text editor (required).
   • Is Mandatory - turn on if employees must accept this policy.
   • Requires Acknowledgment - turn on if assigned employees must confirm they've read it (on by default).
   • Auto-assign New Employees - turn on to assign this policy automatically to new employees.
   • Acknowledgment Deadline (days) - how many days an employee has to acknowledge after the policy is assigned (shown only when Requires Acknowledgment is on; defaults to 30).
4. Click Save as Draft. The policy is created with the status Draft and you're taken to its edit page.

Submitting for approval

1. Open the policy's edit page (the pencil icon on All Policies, or open it after saving a draft).
2. Review the content and click Submit for Approval.
3. Confirm in the dialog. Your latest changes are saved and the policy is submitted to a super admin for review. Its status becomes Pending Approval and it can't be edited until the review is finished.
4. If it is approved, its status becomes Active (published). If it is rejected, its status becomes Rejected - open it again, make your changes, and click Resubmit for Approval.

Editing

• A Draft or Rejected policy can be edited freely; save with Save Draft / Save Changes.
• A Pending Approval, Active or Archived policy can't be edited. To change a published (Active) policy, create a new version.

Creating a new version

1. Open the Active policy's edit page.
2. Click Create New Version.
3. A new policy is created as a Draft, copying the title, content, category and settings, with the next major version number (for example version 2.0 from version 1.0) and no effective or expiry date set. It is linked to the original as its parent.
4. Edit the new version, then submit it for approval as above. Once it's approved, it becomes the live version.

Tips

• New policies always start as drafts - saving doesn't publish anything.
• A policy must be Active before it can be assigned to employees. See Assigning a policy to employees.

A policy's details

The policy details page shows the full text of a policy, its version and status, who has been assigned it, and how acknowledgment is progressing. Open it from the eye icon on the All Policies page.

1. HR Policies - Open the HR Policies group in the menu.
2. All Policies - Then choose All Policies.

Steps

1. In the left menu, choose HR Policies > All Policies.
2. Find the policy and click the eye icon in the Actions column.

What you'll see

Header - the policy title, with badges and details:

• the Category badge,
• a status badge (Draft, Pending Approval, Active, Rejected, Inactive or Archived),
• the version (for example v1.0),
• the Effective date, if set,
• a Mandatory badge, if the policy is mandatory,
• a note if this version was derived from an earlier one.

If the policy is Pending Approval, a banner notes it's waiting for a super admin to approve it before it can be published.

Action buttons (top right):

• Edit - opens the edit page. See Creating and versioning a policy.
• Assign Policy - assign the policy to employees. See Assigning a policy to employees.

Policy Content - the full body of the policy, formatted.

Acknowledgment summary - four tiles:

• Total - employees the policy is assigned to.
• Acknowledged - how many have confirmed they've read it.
• Pending - how many still need to acknowledge.
• Overdue - how many have passed their deadline without acknowledging.

Acknowledgments - a table of everyone assigned this policy, showing the Employee, the policy Version they were assigned, their Status (Pending, Acknowledged, Overdue or Expired), and the Assigned, Deadline and Acknowledged dates. Use the Search acknowledgments... box to filter it.

Tips

• For acknowledgment tracking across all policies in one place, use Policy acknowledgments.
• There is no export button on this page. The HR Policy Manual PDF, which covers all active policies, is generated from the policies list rather than from a single policy.

Policy categories

Categories group your HR policies - for example "Code of Conduct", "Leave", "IT & Security". Every policy belongs to one category. Open this screen from HR Policies > Categories in the left menu.

1. HR Policies - Open the HR Policies group in the menu.
2. Categories - Then choose Categories.

Steps

1. In the left menu, choose HR Policies > Categories.
2. Use the Search categories... box to find a category by name or description.
3. To add a category, click Add Category.
4. To change one, click the pencil icon in the Actions column. To remove one, click the trash icon.

Adding or editing a category

In the Add Category / Edit Category panel that slides in from the right:

• Name - the category name (required).
• Description - an optional note about what the category covers.
• Color - pick a colour; it's used for the category badge throughout HR Policies.
• Icon - an optional icon name.
• Sort Order - a number controlling where the category appears in lists (lower numbers first).

Click Create (or Update) to save.

What you'll see

The categories table has these columns:

• Color - a coloured dot for the category.
• Name - the category name.
• Description - a short description (trimmed if long).
• Policies - how many policies are in this category.
• Sort Order - the ordering number.
• Actions - edit or delete the category.

Troubleshooting

• Can't delete a category - categories that still have policies in them can't be deleted. Move or remove those policies first, then delete the category.

Assigning a policy to employees

Assigning a policy gives the selected employees a record to acknowledge it. You can assign it to specific people or to everyone. Only published (Active) policies can be assigned.

1. HR Policies - Open the HR Policies group in the menu.

2. All Policies - Then choose All Policies.

3. View - Open the policy by clicking the eye icon in the Actions column.

4. Assign Policy - Click Assign Policy at the top right - the panel slides in.

5. Audience - Pick who gets the policy - turn on Send to All for every active employee, or off to pick specific employees.

6. Assignment Note - (Optional) A note shown to the assigned employees.

7. Assign - Save - the policy is assigned. Employees see it in their HR Policies list and are asked to acknowledge it.

Steps

1. In the left menu, choose HR Policies > All Policies.
2. Open the policy by clicking the eye icon in the Actions column.
3. Click Assign Policy at the top right. The Assign Policy panel slides in from the right.
4. Choose who gets the policy:
   • Tick Send to All Employees to assign it to every active employee, or
   • Leave that unticked and pick people one at a time: click Add Employee, choose an employee from the picker, and repeat. Use Remove to drop a row.
5. Optionally add an Assignment Note for the employees.
6. Click Assign.

What happens next

• Each selected employee gets an acknowledgment record for the current version of the policy, set to Pending.
• If the policy has an acknowledgment deadline, it is applied from the assignment date.
• Anyone already assigned the current version is skipped, so re-running the assignment won't create duplicates.
• The acknowledgment summary on the policy details page updates with the new totals.

Tips

• Track progress in the Acknowledgments table on the policy details page, or across all policies in Policy acknowledgments.
• A policy with Auto-assign New Employees turned on is also assigned automatically to new joiners - see Creating and versioning a policy.

Troubleshooting

• No "Assign Policy" button, or assigning fails - the policy must be Active (published). A draft, pending, rejected or archived policy can't be assigned. Get it approved first.
• Assignment targets either everyone or named individuals. There are no role, department or location filters, and no per-assignment deadline - the policy's own acknowledgment deadline applies.

Policy acknowledgments

The Acknowledgments page tracks who has - and hasn't - confirmed they've read each policy, across every policy in one place. Open it from HR Policies > Acknowledgments in the left menu.

1. HR Policies - Open the HR Policies group in the menu.
2. Acknowledgments - Then choose Acknowledgments.

Steps

1. In the left menu, choose HR Policies > Acknowledgments.
2. Use the All Policies dropdown to focus on one policy, and the All Statuses dropdown to show only one status.
3. Use the Search acknowledgments... box to find a row by employee name or code, policy title or category.
4. Click a column header to sort.
5. Click the eye icon in the Actions column to open the full detail for a row.

What you'll see

The table has these columns:

• Employee - the assigned person (avatar, name and code).
• Policy - the policy title.
• Version - the policy version the employee was assigned.
• Status - a coloured badge:
  • Pending - assigned, not yet acknowledged.
  • Acknowledged - the employee has confirmed reading it.
  • Overdue - the deadline passed without acknowledgment.
  • Expired - the assignment is no longer current (for example a newer version exists).
• Assigned - when the policy was assigned.
• Deadline - when the acknowledgment is due, if a deadline applies.
• Acknowledged - when the employee acknowledged it.
• Actions - open the acknowledgment detail.

The detail panel

Clicking the eye icon opens a slide-over showing the Employee, Policy, Version and Status, the Assigned, Deadline and Acknowledged dates, the Assignment Note (if one was given), and the employee's Comments (if any).

Tips

• For the acknowledgment totals and list for a single policy - Total, Acknowledged, Pending and Overdue counts - open that policy from All Policies and look at its details page. See A policy's details.
• To create new acknowledgment records, assign the policy to the relevant employees. See Assigning a policy to employees.

Employee lifecycle

The Employee Lifecycle area is where HR manages an employee's journey from the first offer to their final settlement on exit. It has its own group in the left menu.

Availability

The Employee Lifecycle area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

What's in this area

The Employee Lifecycle submenu has these screens:

• Offers - offer letters for candidates, plus reviewing each new joiner's onboarding submissions and completing onboarding.
• Appointments - appointment (confirmation-of-employment) letters issued to confirmed joiners.
• Probations - probation periods, with options to extend a probation or confirm an employee as permanent.
• Promotions - designation changes, salary increments, or both, routed through an approval workflow.
• Bonus Cycles - bonus processing cycles and the bonus entries generated for them.
• Warning Letters - performance warning letters (for target misses and similar), separate from disciplinary warnings.
• Separations - the exit process when an employee resigns or is relieved.
• NDC - no-dues clearances that each department signs off before an exit is finalised.
• Settlements - the full and final settlement amounts for separating employees.

Many of these steps also produce letters - offer letters, appointment letters, increment letters, warning letters, and relieving letters - which can be previewed and downloaded from the related screen.

How the pieces fit together

1. HR creates an offer and sends it to a candidate.
2. The candidate accepts and fills in their details and documents online; HR reviews each section and completes onboarding, which activates the employee account and issues the appointment letter.
3. A probation review is created for the new joiner. When the probation ends, HR extends it or confirms the employee.
4. Over time, HR records promotions and runs bonus cycles, and issues warning letters where needed.
5. When an employee leaves, HR records a separation, departments complete the no-dues clearances, and HR prepares the final settlement and marks it paid.

The pages in this section walk through each of these steps.

Offer letters

The Offers screen lists every offer letter your team has created for a candidate. An offer captures the role, salary, joining date and terms you're proposing to someone before they join.

Availability

The Employee Lifecycle area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

Steps

1. In the left menu, open Employee Lifecycle and choose Offers.
2. Use the search box or the All Statuses filter at the top of the list to narrow it down.
3. Click a row's action button to Edit, Send, Resend, Revoke, View or Review that offer, depending on its status.

What you'll see

Each offer row shows:

• Ref Number - the offer's reference number.
• Candidate Name - the candidate's full name.
• Email - the candidate's email address.
• Designation - the role being offered.
• Department - the department for that role.
• Salary - the offered salary.
• Joining Date - the proposed start date.
• Status - where the offer is in its lifecycle.
• Actions - buttons available for that offer.

Statuses

• Draft - created but not yet sent to the candidate.
• Sent - sent to the candidate, waiting for them to accept.
• Confirmed - the candidate has accepted; awaiting their onboarding submissions.
• Pending HR Review - the candidate has submitted their onboarding details and documents for HR to review.
• Revision Requested - HR has sent the submission back to the candidate for corrections.
• Onboarded - onboarding is complete and the employee account is active.
• Lapsed - the offer was not accepted in time.
• Revoked - the offer was withdrawn.

For an Onboarded offer you can also open the linked employee record. For offers in Pending HR Review, the Review button opens the onboarding review screen - see Reviewing a new joiner's onboarding.

Creating an offer letter

Create an offer to propose a role to a candidate, then send it to them. You can keep editing an offer while it's a draft or until the candidate accepts it.

1. Employee Lifecycle - Open the Employee Lifecycle group in the menu.

2. Offers - Then choose Offers.

3. Create Offer - Click Create Offer at the top right.

4. First Name - The candidate’s first name.

5. Last Name - The candidate’s last name.

6. Email - The candidate’s email - used to send the offer.

7. Phone - A 10-digit phone number.

8. Designation - Pick the role. The Department fills in automatically from the designation.

9. Create - Save the offer - it appears in the list as a Draft ready to send.

Availability

The Employee Lifecycle area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

Steps

1. In the left menu, open Employee Lifecycle and choose Offers.
2. Click Create Offer. A panel slides in from the right.
3. Fill in the details:
   • First Name and Last Name - the candidate's name.
   • Email - the candidate's email address.
   • Phone - a 10-digit phone number.
   • Designation - pick the role. The Department is filled in automatically from the designation.
   • Location - the work location.
   • Salary - the offered salary amount.
   • Joining Date - the proposed start date.
   • Probation (months) - optional probation length.
   • Notice Period (months) - optional notice period.
   • Notes - optional internal notes.
4. Click Create. The offer is saved as a Draft.

Sending the offer

1. Back on the Offers list, find the draft offer.
2. Click the Send action and confirm. The candidate is notified and the offer moves to Sent.
3. If you need to send it again later, use Resend.

Editing or revoking

• While an offer is Draft or Sent, use the Edit action to update its details.
• Use the Revoke action to withdraw a Draft or Sent offer. This can't be undone.

Tips

• A designation with no department mapped can't be used for an offer - set the department on that designation first.

Reviewing a new joiner's onboarding

After a candidate accepts their offer, they fill in their details and upload documents through an online onboarding portal. The offer's detail screen is where HR reviews everything, approves or sends back individual sections and documents, and finally completes onboarding to activate the employee.

1. Employee Lifecycle - Open the Employee Lifecycle group in the menu.

2. Offers - Then choose Offers.

3. Review - On the Pending HR Review row, click Review to open the candidate’s onboarding submission.

4. Tabs - Open each tab - Personal, Bank, Emergency, Documents - and review what the candidate submitted.

5. Approve - For a Pending section, click Approve to accept it, or Reject to send it back with remarks.

6. Request Revision - Use Request Revision to send the whole submission back to the candidate while you still have it under review.

Availability

The Employee Lifecycle area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

Opening the review

1. In the left menu, open Employee Lifecycle and choose Offers.
2. Find the offer with status Pending HR Review and click Review. (For other statuses use the View action to open the same screen, read-only.)

What you'll see

At the top is a summary card with the candidate's name, email, the Ref Number, status, and details like Designation, Department, Location, Joining Date, Salary, Probation, Notice Period and Submitted At.

Below that are four tabs, one per section the candidate submitted:

• Personal - first/last name, email, phone, alternate phone, gender, date of birth, address.
• Bank - bank name, account holder, account number, branch, and the bank identifiers (bank code, IBAN, SWIFT/BIC).
• Emergency - emergency contact name, relation, phone and alternate phone.
• Documents - each uploaded document with its proof number, a download button, and its status.

Each section shows a status badge: Not submitted, Pending, Approved or Rejected.

Steps - reviewing sections and documents

1. Open a tab and check the details the candidate entered.
2. For a section that is still Pending, click Approve to accept it, or Reject to send it back.
   • When you Reject, a panel opens - enter Remarks (at least 5 characters) explaining what needs fixing, then click Reject. The candidate sees your remarks and can resubmit only the rejected items.
3. On the Documents tab, you can Approve or Reject each individual document, and download it first to check it.
   • Approving or rejecting the Documents section as a whole is final - the candidate can no longer change their uploads after that. You'll be asked to confirm.

Sending the whole submission back

While the offer is in review, click Request Revision (in the bar at the bottom of the screen) to send the submission back to the candidate. They're notified and can edit only the rejected sections or documents; approved items stay locked.

Completing onboarding

The Complete Onboarding button appears once every section and every required document is approved and nothing is rejected.

1. Click Complete Onboarding. A panel opens.
2. Fill in the employment details:
   • Employee Code - type it or click Auto-generate to get the next code for the location.
   • Role - the system role for the new employee.
   • Shift - select the employee’s work shift.
   • Reporting Manager - optional.
   • Provision Microsoft 365 mailbox - if your company has this enabled, turn it on to create the employee's Microsoft 365 account; a preview of the email address is shown.
   • Assign assets (optional) - click Add asset to assign a laptop, phone or other item the employee will receive on day one, choosing the asset and its condition, with optional notes.
3. Click Complete Onboarding.

This activates the candidate's user account, issues the appointment letter, and creates the probation review automatically. The offer moves to Onboarded.

Appointment letters

The Appointments screen lists the appointment letters - the confirmation-of-employment letters - that have been issued to employees. One is created automatically when a new joiner's onboarding is completed, and you can also issue one manually.

Availability

The Employee Lifecycle area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

Steps

1. In the left menu, open Employee Lifecycle and choose Appointments.
2. Use the search box to find an employee.
3. For an issued letter, click the document button in the Actions column to download the appointment letter.

What you'll see

Each row shows:

• Employee - the employee's name, photo and code.
• Ref # - the appointment letter's reference number.
• Issued On - the date the letter was issued.
• Probation End - the end date of the probation period.
• Net Salary - the net salary on the letter.
• Status - Issued or Pending.
• Actions - a download button for issued letters.

To issue a new one, see Issuing an appointment letter.

Issuing an appointment letter

Issue an appointment letter to a confirmed employee. The letter is generated and the employee is notified. (You can also reach this action from Issue Appointment in the quick-create menu.)

1. Employee Lifecycle - Open the Employee Lifecycle group in the menu.

2. Appointments - Then choose Appointments.

3. Issue Appointment - Click Issue Appointment at the top right.

4. Employee - Pick the confirmed employee.

5. Working Hours - (Optional) e.g., "9:00 AM - 6:00 PM, Mon to Sat".

6. Issue Letter - Generate the letter - the row’s status changes to Issued and the employee is notified.

Availability

The Employee Lifecycle area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

Steps

1. In the left menu, open Employee Lifecycle and choose Appointments.
2. Click Issue Appointment. A panel slides in from the right.
3. Fill in:
   • Employee - pick the confirmed employee.
   • Working Hours - optional, for example "9:00 AM - 6:00 PM, Mon to Sat".
4. Click Issue Letter.

The letter is generated, the employee is notified, and the row's status changes to Issued. You can then download the letter from the Actions column on the Appointments list.

Probations

The Probations screen lists employees who are on a probation period. A probation review is created automatically when a new joiner is onboarded. From here you can extend a probation or confirm the employee as permanent.

Availability

The Employee Lifecycle area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

Steps

1. In the left menu, open Employee Lifecycle and choose Probations.
2. Use the search box or the All Statuses filter to narrow the list.
3. Use the Actions buttons on a row to extend the probation or submit it for confirmation.

What you'll see

Each row shows:

• Employee - the employee's name, photo and code.
• Original End Date - when the probation was originally due to end.
• Extended End Date - the new end date if the probation has been extended.
• Status - Ongoing, Extended or Confirmed.
• Reviewed By - who confirmed the employee, once confirmed.
• Actions - buttons to extend or confirm, available until the employee is confirmed.

For the steps to extend or confirm, see Managing a probation.

Managing a probation

From the Probations screen you can extend an employee's probation or submit them for confirmation as a permanent employee.

1. Employee Lifecycle - Open the Employee Lifecycle group in the menu.

2. Probations - Then choose Probations.

3. Extend - On the employee’s row, click the extend (calendar) button in the Actions column.

4. New End Date - The new probation end date.

5. Reason - Why the probation is being extended.

6. Extend - Save - the row becomes Extended with the new date.

7. Confirm - On the employee’s row, click the confirm (check) button in the Actions column.

8. Confirmation - A confirmation dialog explains that this routes the probation through your Probation Confirmation Approval workflow.

9. Submit - Once everyone approves, the employee becomes permanent and the row’s status changes to Confirmed.

Availability

The Employee Lifecycle area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

Extending a probation

1. In the left menu, open Employee Lifecycle and choose Probations.
2. On the employee's row, click the extend (calendar) button in the Actions column. A panel slides in.
3. Fill in:
   • New End Date - the new probation end date.
   • Reason - why the probation is being extended.
4. Click Extend. The row's status becomes Extended and the new date shows under Extended End Date.

Confirming the employee

1. On the employee's row, click the confirm (check) button in the Actions column.
2. A confirmation dialog appears explaining that this routes the probation through your company's Probation Confirmation Approval workflow.
3. Click Submit.

Once every required approver has approved, the employee is confirmed as permanent and the row's status becomes Confirmed. The approver's name appears under Reviewed By.

Tips

• You can extend a probation more than once before confirming.
• A confirmed probation can't be extended or re-submitted.

Promotions

The Promotions screen lists every promotion or redesignation recorded for your employees - a designation change, a salary increment, or both. Each one is routed through an approval workflow before it takes effect.

Availability

The Employee Lifecycle area may not be turned on for your company yet. If you don't see it in your menu, it isn't enabled - check with your HR or IT team.

Steps

1. In the left menu, open Employee Lifecycle and choose Promotions.
2. Use the search box to find a promotion.
3. Click the eye button in the Actions column to open the full Promotion Details, including the approval timeline with each approver's notes.
4. For a draft promotion, click the send button to submit it for approval.

What you'll see

Each row shows:

• Employee - the employee's name, photo and code.
• Type - Salary Increment, Designation Change or Both.
• Previous Designation and New Designation.
• Previous Salary and New Salary.
• Increment % - the percentage increase.
• Effective Date - when the promotion takes effect.
• Status - see below.
• Actions - view details, and (for drafts) submit for approval.

Statuses

• Draft - created but not yet submitted for approval.
• Pending Approval - submitted and waiting on approvers.
• Approved - all approvers have approved.
• Applied - the promotion has taken effect on the employee's record.
• Rejected - an approver rejected it.

To create one, see Creating a promotion.

Creating a promotion

Record a promotion for an employee - a designation change, a salary increment, or both - then submit it for approval.

1. Employee Lifecycle - Open the Employee Lifecycle group in the menu.

2. Promotions - Then choose Promotions.

3. Create Promotion - Click Create Promotion at the top right.

4. Employee - Pick the employee.

5. Effective Date - When the promotion should take effect.

6. Promotion Type - Salary Increment, Designation Change or Both.

7. Reason - (Optional) Reason for the promotion.

8. Create - Save the promotion - it appears in the list as a Draft.

9. Promotions list - Find the draft promotion in the list - it shows status Draft.

10. Submit for Approval - Click the send icon - the promotion moves to Pending Approval and goes through your workflow.